THE TRIVANDRUM TENNIS CLUB
KOWDIAR, TRIVANDRUM – 695 003
Ph: (0471) 2722737, 2722592, 2310832, 2310874 Fax: 2727475
Email: ttctvm@gmail.com,
Website: www.ttc.org.in
MEMORANDUM OF ASSOCIATION
RULES AND REGULATIONS
&
BY-LAWS
Amended as on 31st May 2013
TRIVANDRUM TENNIS CLUB
KOWDIAR, TRIVANDRUM – 695 003
The Trivandrum Tennis Club has been registered under “The Travancore-Cochin
Literary, Scientific and Charitable Societies Registration Act, 1955 (Act XII of 1955) as
Registration No.48/83 dated 02.02.1983 as per the decision of the Extra-ordinary
General Body Meeting held on 19.09.1982.
This book contains the Memorandum of Association, Rules and Regulations & ByLaws incorporating amendments up to 31.05.2013.
Trivandrum
01.06.2013
S. RAJEEV
(Hon. Secretary)
TRIVANDRUM TENNIS CLUB
TRIVANDRUM
MEMORANDUM OF ASSOCIATION
1.
The name of the Society shall be “The Trivandrum Tennis Club.”
2.
The registered office of the Society shall be situated at the Trivandrum Tennis Club,
Kowdiar, Trivandrum – 695 003.
3.
The objects of the Society are:
(a)
to promote and develop the game of Tennis and to maintain a high standard of the
game in the State and to arrange, regulate and manage Tennis Tournaments and
exhibition matches,
(b)
to promote social intercourse among the members of the Club,
(c)
to provide amenities to the members for recreation and pastime of outdoor and
indoor sports and games, library, reading room and such other things incidental or
conducive to promotion of the objectives of the Club,
(d)
to promote or hold either alone or jointly with other associations, clubs or persons,
competitions and exhibition matches in tennis or such other games and to offer,
give or contribute towards prizes, medals and awards,
(e)
to provide amenities for playing tennis and to give equipments, financial assistance
and such other facilities to promising and deserving tennis players who are
economically backward,
(f)
to contact other similar associations and clubs and obtain and give affiliation on
reciprocal basis,
(g)
to purchase, take on lease, hire or otherwise acquire and manage or assist in the
management of any movable or immovable properties or rights and privileges
necessary for furtherance of the objects of the Club,
(h)
to construct, reconstruct, alter or keep in repair the buildings required for the Club
or to demolish such structures not so required,
(i)
to borrow or raise funds required for the purpose of the Club,
(j)
to sell, improve, lease, mortgage or otherwise dispose of such items of properties
not required or found not useful for the Club,
(k)
to make, amend or repeal from time to time the By-Laws or Rules in furtherance of
or for carrying out the objects and activities of the Club and, in particular, for the
purpose of controlling and regulating the membership of the Club, the levy of
entrance fee and subscription from members and to control and carry out the
activities and working of the Club,
(l)
to conduct periodical election of office-bearers of the governing body or Executive
Committee of the Club and to make appointments required for the proper working
of the Club and to keep proper accounts as specified in the rules,
(m) to do such other things as are consistent with or conducive to the attainment of the
above objects.
4.
The income and property of the Association shall be applied solely for the promotion of
the objects of the society as set forth in the Memorandum of Association and no portion
thereof shall be paid or transferred directly or indirectly by way of dividend or otherwise,
howsoever, provided that nothing therein shall prevent payment, in good faith, of
remuneration to any officer or servant or to any member or other person in return for
any services rendered to the Society. In case the Association is dissolved, the assets of the
Association shall be transferred to such other Society having similar objects or to the
State Government.
5.
The following persons are the members of the present Executive Committee of the
Society (original signatories).
Members of the First Executive Committee
who were Signatories to the Memorandum of Association
1.
Dr P. P. Paulose
Belhaven Gardens, Kowdiar, Trivandrum – 3
(President)
2.
C. Narayana Menon
Padma Nivas, Vikramapuram Hills,Trivandrum – 3
(Vice-President)
3.
P. Sreekumar
Sarojalayam Kunnukuzhi,Trivandrum.
(Hon. Secretary)
4.
B. Govind Krishna Kumar
4/2915, Vikram Hills,Trivandrum – 3
(Hon. Treasurer)
5.
N. T. Menon
Padma Nivas, Kowdiar,Trivandrum – 3
6.
K. K. Kamath
Anand Nivas, Cotton Hill,Trivandrum – 14
“
7.
N. Gopinathan
Brindaban, College Lane, Trivandrum – 1
“
8.
P. A. Goda Varma Raja
Saketham, O-Street, Jawahar Nagar, Trivandrum.
“
9.
S. V. Pandit
Cantonment, Trivandrum – 1
“
10.
V. Ramkumar
Revathy, T.C.4/268-1, Trivandrum – 3
“
11.
N. Gopalakrishnan Nair
O-14, Jawahar Nagar, Trivandrum.
“
(Member)
TRIVANDRUM TENNIS CLUB
TRIVANDRUM
RULES & REGULATIONS
1.
In these Rules and Regulations, unless there be something in the subject or context inconsistent
herewith,
“The Association” or “Club” means the Trivandrum Tennis Club.
“The Rules” means the Rules and Regulations of the Trivandrum Tennis Club.
“General Meeting” means a meeting of the General Body of the members of the Club listed under
Rule 6(i) and (iii) “Life Members & Members”.
“The President” means a member who holds the office of the President or who acts as the
president of the Club.
“The Vice-President” means the Vice-President of the Club.
“The Secretary” means the Hon. Secretary of the Club.
“The Treasurer” means the Hon. Treasurer of the Club.
“The Committee” means the Executive Committee of the Club elected and appointed in the
manner prescribed by these Rules and Regulations including the President, the Vice-President,
the Hon. Secretary and the Hon. Treasurer and co-opted members, if any.
“Year” means the financial year ending 31st March each year.
“Notice” means notice given in writing to the members by hand or by post to their registered
address supplied by them to the Club.
“Trivandrum” means any place within the revenue district of Trivandrum.
NAME AND SITUATION
2.
The name of the Club shall be “The Trivandrum Tennis Club.”
3.
The Club shall be situated at Kowdiar, Trivandrum - 695 003.
OBJECTS
4.
The main objects of the Club shall be:
(A)
to promote and develop the game of Tennis and maintain a high standard of the
game in the State,
(B)
to promote social intercourse among the members of the Club,
(C)
to arrange, regulate and manage tennis tournaments, exhibition matches in tennis and
other games and
(D)
to provide amenities to the members for recreation, outdoor and indoor sports and
games, library, reading room and such other facilities conducive to the attainment of the
above objectives of the Club as detailed in the Memorandum of Association of the Club.
5.
MEMBERSHIP
Membership of the Club shall be open only to persons above twenty one years of age holding
graduate degree of an Indian University or its equivalent, of reputable character and conduct
and who can contribute substantially to promote the objects of the Club. Exceptional good
tennis players may be admitted as members under rules 6(iii) by waiving the condition as to
graduate degree.
6.
There shall be fourteen classes of Members, namely,
7.
i.
Life Members
ii.
Honorary Members
iii. Members
iv. Associate Members
v.
Temporary Members
vi. Family Members
vii Service Members
LIFE MEMBER
viii
ix.
x.
xi.
xii.
Student Members
Morning Members
Corporate Members
Senior Associate Members
Spouse Members
A. Any person who is eligible to become a Member shall, at the discretion of the Executive
Committee, be made a Life Member on payment of the Life Membership fee of Rs. 500000/-.
B. Any Member who has completed 60 years of age will be eligible to give his/her option to
become a Life Member by paying a lump sum fee of Rs. 5000/- if he/she has put in 40 years of
service as Member and Rs. 10000/- if she/he has put in 20 years of service as member of the
Club.
8.
HONORARY MEMBER
Any person whose Membership shall be an honour to the Club may be elected as an Honorary
Member at a General Body Meeting of the Club by a majority of two-third of the Members
present and entitled to vote.
9.
MEMBER
Open to persons who play tennis of good standard, to be admitted by the Executive Committee.
Total number of members shall not exceed 175 at any time.
A. The above Membership open to persons who play tennis of good standard shall be of three
categories, viz., Class ‘A’ Class ‘B’ and Class ‘C’ as far as their initial admission as a ‘MEMBER’ is
concerned.
The Membership open to tennis players of Class ‘A’ shall be for the general category of
applicants and Class ‘B’ shall be for close relations viz., son/daughter/son-in-law/daughter-inlaw of Life Members, Members, Senior Associate Members, Associate Members, as proposed by
such Members concerned. After admitting a person from the general category of Class ‘A’,
preference shall be given to an applicant from Class ‘B’, provided he/she is equally eligible vis a
vis any applicant under Class ‘A’ and the rotation will continue. In case there is no eligible
applicant from either of the above classes, an eligible applicant from the other class shall be
admitted. However, any Life Member, Member, Senior Associate Member, Associate Member
shall have the option to give such proposal for admission of a close relation only once in every
five years. Any Student Member of the Club (hereinafter Class ‘C’) who has excelled
himself/herself by winning championships at University/State or National level applying for
membership in the Club shall be given priority over Class ‘A’ and Class ‘B’ applicants mentioned
in the Rule.
B.
Every Member under clause (iii) of Rule 6 residing outside Trivandrum shall be a Non-Resident
Member during his/her stay outside Trivandrum.
10.
TEMPORARY MEMBER
This Membership is open only to persons who sojourn in Trivandrum and who have a good
standard in Tennis. Admission will be made by the Hon. Secretary for a period not exceeding
three months. The entrance fee will be Rs. 3000/- and the monthly subscription shall be the
same as that for Members. The entrance fee and subscription for three months have to be paid
in lump sum at the time of admission. The Hon. Secretary, at his discretion, can extend the
term of Temporary Membership thrice and entrance fee is to be collected for each extension.
Such extensions are to be reported to the Executive Committee. For extension beyond one year
the sanction of the Executive Committee is necessary. The Executive Committee can extend the
period for a further two years. Entrance fee is to be collected for every three months of
extension. Temporary Members are not eligible for credit facility, cannot attend General Body
Meetings and have no voting rights. At any time, the number of Temporary Members shall not
exceed ten.
11.A
FAMILY MEMBER
Spouses and unmarried daughters of members listed under Rule 6 (i) (iii) (iv) and (xi) may, on
application to the Hon. Secretary, be admitted as Family Members.
B. SPOUSE MEMBER
In the event of demise of a Member/Associate Member/Life Member and Senior Associate
Member, the spouse of the deceased can opt to become a Spouse Member and enjoy all facilities
of the Club subject to the approval of the Executive Committee. There shall be no entry fee for
this category of membership. If the Spouse Member remarries his/her membership will be
automatically cancelled.
12.
ASSOCIATE MEMBER
This Membership is meant for persons who are not admitted as per Rule 9, but are desirous of
associating themselves with all social and other activities of the Club. They are to be admitted
by the Executive Committee. Total number of Associated Members shall not exceed 160 at any
time. They will have no right to vote at the General Body Meeting and cannot be elected to any
office of the Club.
13.
SENIOR ASSOCIATE MEMBER
Any Associate Member who has completed 60 years of age will be eligible to give his/ her
option to become a Senior Associate Member by paying a lump sum fee of Rs.5000/- if he/she
has put in 40 years of service as an Associate Member and Rs.10000/-if he/she has put in 20
years of service as an Associate Member of the Club. At any point of time the total number of
Senior Associate Member shall not exceed the total number of Life Members. All rules
applicable to Associate Member shall be applicable to this category also. There shall be no
monthly subscription for this category.
14.
SERVICE MEMBER
This Membership shall be open only to serving commissioned officers of the Defence Forces
viz., Army, Navy and Air Force posted in Trivandrum and their admission shall be subject to
necessary By-Laws to be framed by the Executive Committee. There will not be any entrance
fee for this category. However the monthly subscription will be as that of Members. They will
not be eligible for credit facility, cannot attend General Body meetings and will not have voting
rights.
15.
16.
STUDENT MEMBER
(i)
Students who are studying in Trivandrum and have completed the age of 16 years and
who have a good standard of the game of tennis may be admitted as Student Members
for the sole purpose of playing Tennis and without payment of any entrance fee.
(ii)
A Student Member shall pay monthly subscription as prescribed in Rule 19 and he / she
may play in a Court designated by the Hon. Secretary.
(iii)
The Student Membership will get automatically terminated when the Student Member
completes the age of 24 or if attendance falls below 60% during a calendar year or on
securing employment. All student members are required to sign their attendance in the
register maintained for that purpose.
(iv)
A Student Member will have no right to vote and is not eligible to utilize any facility in
the Club other than the use of the Tennis courts set apart for Student Members and the
Club Canteen.
(v)
The number of Student Members shall be restricted to ten.
(vi)
Student Members shall leave the Club premises by 6.30 P.M.
(vii)
When the number of applicants for Student Membership is more than the number of
vacancies available, the selection shall be effected on the basis of challenge matches.
The Executive Committee or the Hon. Secretary shall work out the mode of and
procedure for the challenge system.
(viii)
Students who fail to get admission as Student Members may be allowed to play on a
monthly subscription of Rs. 500/- in a separate court allotted for the purpose.
However, the Club will not provide Tennis balls to such persons.
(ix)
While being Student Member a person can apply for Membership at a concessional rate
of entrance fee laid down in Rule No.18. However the entrance fee laid down in Rule
No.18 shall be applicable to a Student Member only if he/she applies for membership
while being a Student Member whenever he/she is admitted irrespective of waiting
period.
MORNING MEMBER
This class of Membership is intended for persons who are desirous of playing Tennis during
the morning hours. The entrance fee will be Rs. 3000/- and the Club will not provide tennis
balls or pickers. The playing hours will be from 7.30 A.M. to 9.00 A.M only. In case any student
member wants to become a Morning member, a concessional entrance fee of Rs. 1000/- alone
will be charged.
17.
CORPORATE MEMBERSHIP
(i)
A company registered under the Companies Act or a Nationalized Bank or a Statutory
Corporation or Body can be admitted as a Corporate Member on payment of an
entrance fee as stipulated under Rule 18.
(ii)
A Corporate member can select two of its full-time top Executive Officers or two
Members of its Board of Directors as its nominees to the Club. These nominees are
entitled to enjoy all privileges of an Associate Member of the Club. They need not,
however, have to pay any entrance fee. A corporate member can propose two
additional nominees for additional entrance fee of Rs. 300000/- per each such
additional nominee provided the nominees are its full time top Executive Officers or
Members of the Board of Directors subject to the approval of the Executive Committee
18
(iii)
A Corporate Member or its nominees have no right to contest in any of the elections for
any office of the Club. They will have no voting rights.
(iv)
Any nominee of a Corporate Member who is capable of playing tennis of good standard
may be permitted to play tennis on approval by the Executive Committee and on
payment of charges as fixed by the Executive Committee from time to time
(v)
Application for Corporate Membership shall be made in the prescribed form along with
the Memorandum and Articles of Association and Audited Balance Sheet of the
Company, Nationalized or Scheduled Bank or Statutory Corporation or Body, as the
case may be, for three preceding years.
(vi)
The Executive Committee reserves the right to reject or cancel any of the nominations
made by a Corporate Member without assigning any reason.
(vii)
The Corporate Membership will automatically cease after a period of 25 years from the
date of admission.
(ix)
The strength of Corporate Membership shall not exceed seventy five.
ENTRANCE FEE
The entrance fee shall be Rs. 200000/- for Members and Associate Members, which is to be
collected at the time of admission. An amount of Rs. 3000/-shall be collected as non-refundable
application fee along with the application. Entrance fee to be collected from student members
if they apply for membership while they are student members will be Rs. 150000/- only.
Honorary, Service and Family Members are exempted from payment of entrance fee. Entrance
fee for Corporate Members shall be Rs. 500000/-
19.
SUBSCRIPTION
Except as otherwise provided, the following monthly subscription shall be charged from the
respective classes of members.
Members
Associate Members
-
Rs. 450/Rs. 400/-
Non-Resident Members shall pay a subscription equivalent to 12 months subscription less Rs.
100/-, if paid in a lump sum within the first month of the financial year, i.e., before 30th April.
Members on leaving Trivandrum may be treated As Non-Resident Members for the purpose of
subscription, provided the period of their absence from Trivandrum exceeds three consecutive
months and due notice thereof had been given in writing to the Hon. Secretary. Members living
in Trivandrum and not coming to the Club cannot be considered for non-resident membership.
Non-resident members visiting the Club for more than 5 days in a month shall be charged full
subscription. Life Members, Senior Associate Members and Honorary Members are exempted
from payment of monthly subscription. The monthly subscription of Temporary Member is Rs.
450/-, of Family Member Rs. 150/-, of Student Member Rs. 350/-, of Morning Member Rs.
450/-, of Spouse Member Rs. 275/-, of Service Member Rs. 450/- and of Corporate Member Rs.
1000/-.For each additional nominee of corporate member’s the Subscription will be Rs. 500/-.
20.
ADMISSION OF MEMBERS
Every candidate for membership should write to the Hon. Secretary on plain paper expressing
his desire to become a member along with detailed bio-data. Except in the case of Temporary
Members and Morning Members, which the Hon. Secretary is authorised to decide all other
requests will be placed before the Executive Committee for consideration. If the Executive
Committee approves the admission, an application form in the format given below will be
issued to the candidate who may apply for membership remitting the entrance fee along with
the application.
FORM
To,
The Hon. Secretary
Trivandrum Tennis Club.
Sir,
I / we desire to become a Life Member/Member/Associate Member/ Spouse
Member/Family
Member/Corporate
Member/Student
Member/…………………….
of
Trivandrum Tennis Club and hereby authorize you, in the event of being elected, to enter
the
my
/ our name in the register of members. The entrance fee of Rs…………. is herewith forwarded. I
/ we undertake to abide by all the Rules and By-Laws of the Club.
Dated this ………………………. Day of ………………, 20……
Name of Applicant in Full
:
Address
:
Phone No.
:
Mobile No.
:
Email
:
Age & Date of Birth
:
Qualification & Occupation
:
Member of any other Club
:
Proposer
(Name, address & Membership No.)
:
Seconder
(Name, address & Membership No.)
:
Signature of Applicant
(To be filled by the Office)
Placed before the Executive Committee on …………………
Passed by the Executive Committee on …………………….
Membership No.
Signature of Hon. Secretary
21.
APPLICATION
Every application for admission shall be proposed by either a Life Member or a Member of the Club
and seconded by another similar member, provided that the proposer and seconder of an applicant
for membership should have been on the register of Members of the Club for not less than one year,
provided further that no proposer or seconder is necessary for an application for Family
Membership. In the case of Service Membership, a letter of introduction from the Commandant of the
local Defence Head-Quarters shall accompany the application.
Members of the Executive Committee have no right to propose or second applications.
22.
ADMISSION
The Admission of members shall be vested with the Executive Committee of the Club.
23.
PROCEDURE FOR ADMISSION
The Hon. Secretary shall, within thirty days of the receipt of an application for admission, scrutinize it
and place it before the next Executive Committee. The Executive Committee shall consider the
application and if two members of the committee object to the admission, that applicant shall not be
admitted.
24.
WITHDRAWAL OF APPLICATION
Any applicant for admission may withdraw his/her application by intimation in writing to the Hon.
Secretary before the Executive Committee takes the final decision on the application.
An applicant whose application is so withdrawn shall not be eligible for membership again until after
the lapse of three months from the date of such withdrawal.
25.
INTIMATION TO THE APPLICANT
(A) When an applicant has been duly admitted the same shall be immediately intimated to him/her by
the Hon. Secretary with a direction to remit the entrance fee prescribed with in a time to be specified
by the Hon. Secretary.
(B) On receipt of the entrance fee from the applicant so admitted by the club, a copy of rules & by-laws of
the club shall be sent to him.
26.
ELIGIBILITY FOR SUBSEQUENT APPLICATION
In the event of the candidate not being admitted, the fact shall be intimated to the applicant by the
Hon. Secretary. Such an applicant shall become eligible as a fresh applicant only after a period of six
months from the date of rejection of his application.
27.
WITHDRAWAL FROM MEMBERSHIP
A member who desires to resign from the membership of the club must give notice thereof in writing
to the Hon. Secretary and must pay all subscription and all other dues from him to the Club at the
time of resignation. Any member who has so resigned with the approval of the Executive committee
may be readmitted by the Executive Committee on payment of a sum equivalent to the subscription
and other dues which could have been due from him had he continued as a Member during the
intervening period, subject to the availability of vacancy.
28.
DEFAULTER & REMOVAL OF DEFAULTING MEMBERS
The Hon. Secretary shall notify to any member as per Rule No.6, including a Life Member, to whom
his monthly bill has been presented and who is still in arrears of subscription, special levies fixed at
any Executive Committee Meeting/General Meeting or other dues to the Club at the end of the month,
requesting him to clear his account within a fortnight of such notice, and should his account be not
settled by that period, his name may be posted as a defaulter at a conspicuous place in the
Club, the defaulting member being reminded once again of his arrears by Speed Post or Registered
Post. The dues of a member will also include the charges due from a guest of the member if any of
the facilities of the club availed by him which may not have been settled by the guest before leaving
the club. The dues of a member shall be treated as settled only on the date of encashment and credit
of the amount to the account of the club of cheque / DD or other instrument received from the
member towards the dues. Should he, within two weeks of such reminder fail to clear the same, his
name shall be removed from the register of members and the arrears due from him recovered in due
course. The cause of such removal shall be recorded against the member in the books of the Club. On
payment of all dues by a defaulting Life Member to whom services were suspended the same shall
stand restored automatically. Other defaulting members so removed may be readmitted, by the
Executive Committee, upon his application being made within three months of the date of removal of
his name, provided that such defaulter had cleared all his arrears and also pays a sum equivalent to
the subscription that would have been due from him, had he continued as a Member. The Committee
may, however, consider individual cases on their merits and may grant exemptions both with regard
to the amounts accruing by way of subscription from the date of his removal had he continued as a
member, and the time limit prescribed above for making the application. Any member who is
removed from the rolls of the club under this rule for three times should not be readmitted by the
Executive Committee. However if the Executive Committee feels that such candidates deserve
consideration the matter will be placed before the General Body Meeting with appropriate
recommendation.
29.
RIGHTS, PREVILEGES & DUTIES OF MEMBERS
(1) Members are entitled to access the tennis courts and facilities from 6.00 A.M onwards or as per the
timing fixed by the Executive Committee from time to time.
(2) Members are entitled to access or avail all other facilities of the club subject to the rules, regulations
and by-laws.
(3) Members shall ordinarily be entitled to admission to all shows and sports activities held in the
premises of the club, whether held by the club or not.
It shall be the duty of every member of the Club.
(i) To abide by the rules, regulations and by-laws of the Club, Laws of the land and to uphold and protect
the unity, dignity and interest of the Club.
(ii) To cherish, nurture, follow and implement the ideals and objects of the Club, which inspired the
Founder of the Club and to foster respect for the legends in the sporting field.
(iii) To promote harmony and common brotherhood amongst all members of the Club, renounce
practices derogatory to the dignity of the Club, members and staff of the club.
(iv) To maintain decorum, dignity and decency within the Club premises as well as outside the Club and
to preserve and safeguard the rich heritage, conventions, time-honoured practices, tennis courts,
buildings and other valuable assets.
(v) To strive towards excellence in all spheres of the game of tennis individually and collectively so that
the Club constantly rises to higher levels of achievement in the field of sports and in particular in the
game of tennis.
(vi) To defend the Club to strive and uphold the reputation of the Club and to render service to the Club
when called upon.
(vii)
To develop and promote interest and participation in the game of tennis among the public and in
particular in younger generations.
(viii) To abjure violence inside the club, to maintain just and honorable relations between/amongst
members, to protect and improve the sports environment of the Club, to endeavor raising the level
of the game of tennis at the State and National level.
(ix) To endeavour to raise the level of cultural and social activities of the Club.
(x) To see that children seeking training / coaching in tennis are given opportunities and facilities to
develop in a healthy manner the game of tennis.
30.
CONDUCT OF MEMBERS
The members are to discharge their duties and responsibilities to the best of their ability and
judgment to upkeep and maintain the stability and status of the Club and not to disrupt the order
and harmony of the Club.
Whereon information or on receipt of a complaint or otherwise, the Honorary Secretary or the
Executive Committee has reasons to believe that any member has committed misconduct, the matter
be referred to a Disciplinary Committee to be constituted for that purpose by the Executive
Committee from among Members.
The Disciplinary Committee so constituted shall have access to examine concerned Club records
and files and shall have powers to compel attendance of members and staff for the processes of
enquiry into the matter referred and thereafter submits its report with clear factual findings to the
Honorary Secretary.
The Honorary Secretary on receipt of the report, after giving the member concerned an opportunity
of being heard, report/recommend to the Executive Committee, any of the following:
(a) To close the matter.
(b) To reprimand the member.
(c) To suspend the member for a period not exceeding 3 months.
(d) To suspend the member for a period exceeding 3 months.
(e) To suspend the member’s right to vote for a period not exceeding 3 years.
(f) To suspend the members right to contest in elections for any office of the club for a period not
exceeding 5 years.
(g) To remove the member from the rolls of the Club.
The Executive Committee shall consider the report/recommendation and impose the reported
punishment provided under (a) to (c) or a Lesser one to the member concerned and the same shall
be communicated by the Honorary Secretary to the concerned member forthwith.
In the event the Executive Committee finds that the conduct of the member necessitates
punishment under clauses (d), (e), (f) or (g) then the matter shall be placed in the next General Body
Meeting for approval. For removal of the Member from the Club’s roll under 30(g), three forth
majority of the number of members present and entitled to vote is required. The member shall
thereon be removed from the rolls. Member so removed shall not be readmitted to the club at any
time.
31.
EXECUTIVE COMMITTEE
The affairs of the club shall be governed by the Executive Committee consisting of the President, the
Vice President, the Hon. Secretary, Hon. Treasurer and seven members elected in the General Body
Meeting. The quorum for an Executive Committee meeting shall be five.
32.
PRESIDENT
The President shall have powers of general supervision and control over the affairs of the Club. In
the event of any crisis in the overall management of the affairs of the Club, the President shall take
over the management of the Club. In such an event the President shall convene an Extra Ordinary
General Body Meeting within 14 days and present a report stating the circumstances under which
such action has been initiated. Further management and affairs of the Club shall be decided by the
General Body.
32.A. VICE PRESIDENT
In the absence of the President, the Vice President shall preside over the meetings of the Executive
Committee.
33.
HONORARY SECRETARY
The Hon. Secretary shall be the Executive Officer of the Club and shall be in over all charge of the
day-to-day management of the club. All expenditure to be incurred shall be authorized by the Hon.
Secretary for payment. Expenditure of an extra ordinary nature must be referred to and passed by
the Executive Committee. The Hon. Secretary shall represent the Club in all suits and legal
proceedings .The Hon. Secretary shall be responsible for implementing the decisions of the general
meeting and the Executive Committee.
34.
HONORARY TREASURER
The Hon. Treasurer shall be the custodian of club funds. He shall collect all dues of the club, make all
payments authorized by Hon. Secretary on behalf of the club and maintain all records connected
with that. He shall, however, invest all funds of the Club in the State Bank of India, the State Bank of
Travancore or any Nationalized or Scheduled Bank approved by the Executive Committee of the
Club in the name of the Club. Such bank accounts shall be operated on the joint signature of the
President and the Hon. Treasurer.
An imprest amount of Rs. 20000/- may be retained at the Club Office for meeting the day-to-day
expenditure under the control of Hon. Treasurer or such other officials to be authorized by the Hon.
Secretary and Hon. Treasurer.
35.
VACANCIES IN THE OFFICES OF THE PRESIDENT, VICE-PRESIDENT, HON.SECRETARY
HON.TREASURER
OR
In the event of a vacancy arising in the office of the President, Vice- President, Hon. Secretary or Hon.
Treasurer it should be filled up by the Executive Committee by nomination within a week of the
arising of such vacancy, subject to the approval of the General Body at a General Meeting to be held
within one month from the date of such nomination. They shall assume office from the date of such
nominations.
36.
NOTICE OF MEETINGS OF EXECUTIVE COMMITTEE
Notice of the meetings of the Executive Committee together with the agenda of all matters to be
discussed or voted on shall be sent by the Hon. Secretary of the Club to each member of the
Committee at least three days before the meeting. The agenda of the meeting shall include:
(a)
(b)
to read and approve the minutes of the previous meeting
to consider and adopt the statement of accounts of the previous month and internal audit
(c)
(d)
report thereon
Membership related matters
Any other matters.
However, emergency meetings can be held at 24-hour notice.
37.
MEETING OF THE EXECUTIVE COMMITTEE
The Executive Committee shall meet at least once a month and any member of such committee
(President and Vice-President included) absenting himself without sufficient reasons from three
successive monthly meetings, or who is posted as a defaulter, shall be considered to have vacated his
seat on the Committee unless reinstated by the Committee.
38.
VACANCIES AMONGST MEMBERS OF THE EXECUTIVE COMMITTEE
In the event of any vacancy arising amongst the members of the Executive Committee, either by
resignation or otherwise, such vacancy shall be filled up by the Committee within a month by
nomination from any eligible members.
39.
POWERS OF THE EXECUTIVE COMMITTEE
The Committee shall have powers to make Bye-Laws from time to time that are not inconsistent with
the Rules of the Club. The Committee shall also have powers to amend or annul Bye-Laws which
have become inconsistent with the Rules of the Club. Bye-Laws thus incorporated shall remain in
force unless rescinded at a General Body Meeting.
It shall be the duty of the Committee to examine accounts, to regulate all charges and exercise general
supervision over the affairs of the Club.
The Committee further shall have powers:
(i) generally to purchase, take on lease or in exchange, hire or otherwise acquire any immovable
or movable property, any rights or privileges which the General Body may consider necessary
or convenient for the purposes for which the Club is established,
(ii) to invest and deal with the funds of the Club upon such securities and in such manner as may
be determined from time to time,
(iii) to raise funds in such manner as may be decided by the General Body.
(iv) to construct, maintain and alter any buildings or works as are deemed necessary or
convenient for the purpose of the Club, but the Committee shall obtain the prior sanction of
the General Body for any expenditure exceeding Rs. 200000/- at a time,
(v) to initiate appropriate disciplinary action against any class of members on the reported
misconduct of any member,
(vi) to write off loss or dues to the Club of any amount not exceeding Rs. 10000/-,
(vii) to initiate disciplinary action including removal from the rolls of the Club of members
specified in Clause iv to xii of Rules 6,
(viii) to take any disciplinary action against any member of the staff and award any punishment as
per the decision of the Committee. Such decision shall be final,
(ix) to appoint Internal Auditors for monthly audit of the accounts of the Club at a suitable
remuneration,
(x) To take appropriate decisions as may be necessary for protecting the interest and harmony of
the Club.
40.
41.
RULES & PROCEDURE FOR ELECTION OF OFFICE BEARES OF THE CLUB
(a)
The election to the various offices of the Club shall be conducted annually on the day of
Annual General Body Meeting of the Club. The time for election shall be from 08.00 hrs to
12.00 hrs and AGM will commence at 11.00 hrs.
(b)
Thirty days prior to the General Body Meeting excluding the date of the meeting, the Hon.
Secretary shall publish on the Club notice board a provisional list of members who have a
right to vote as defined at the end of this rule.
(c)
The Executive Committee shall nominate, at least forty five days prior to the date of election,
two members other than the members of the Executive committee to function as Election
Committee. They shall have the right and authority for the conduct of the election till results
are officially declared at the Annual General Body Meeting.
ELECTION COMMITTEE
1.
The conduct of the elections to all offices of the Club shall be vested in the Election
Committee.
2.
The Hon. Secretary and the Executive Committee shall make available to the election
committee all records, files and other documents and staff as may be necessary for the
discharge of the functions conferred on the Election Committee.
3.
If, after the counting of votes is completed, an equality of votes is found to exist between any
candidates, the Election Committee shall forthwith decide between those candidates by lot,
and proceed as if the candidates on whom the lot falls had received an additional vote.
4.
Any dispute or challenge in respect of the results of the election, by the improper reception or
refusal of any vote or the refusal to conduct re-counting or the manner or conduct of election
by the Election Committee which has materially affected the results of the election the same
can be raised by the aggrieved member before the general meeting.
5.
The Annual General Body Meeting shall take up the dispute or challenge-raised by the
aggrieved member for consideration if three fourth of the number of members present and
entitled to vote considers that the dispute or challenge raised is to be considered and decided.
(a)
The Election Committee shall intimate all Life Members and Members inviting nominations
for all offices of the Club, after publication of the provisional voters list. The time schedule for
different procedures will be as follows:
(i) Nominations to be submitted by the candidates at least fifteen days prior to the date of
election.
(ii) Scrutiny to be conducted either on the last date for submission of nominations or on the next
day and the list of accepted nominations to be published on the notice board immediately
after the scrutiny.
(iii) The last date for withdrawal of nominations is to be at least ten days prior to the date of
election excluding the date of election.
(iv) The Election Committee will publish election schedule with dates and time for each process
on the Club notice board.
Nominations shall be submitted in the prescribed form. For each office, names of eligible
members, as defined hereunder, who are eligible to hold any office of the Club, may be
proposed and seconded by Life Members or Members in writing and also consented to in
writing by the nominee. The nominations enclosed in sealed covers and superscribed
“Trivandrum Tennis Club Election Nomination” are to be handed over to the person in the
Club office authorized for the purpose by the Election Committee and who will issue
acknowledgement of the same.
(b)
After the date of withdrawal, if there are more nominations than the required number for any
office, the Election Committee shall proceed with the conduct of election on the date specified
for the same.
(c)
The election shall be conducted by secret ballot. No person shall be allowed to vote by proxy.
The Election Committee shall provide suitable ballot boxes for the election under their lock
and key. The voting shall normally be held from 8.00 A.M. to 12.00 Noon on the date of the
Annual General Body Meeting. Immediately after the time fixed for voting is over, the ballot
boxes shall be opened by the Election Committee and the votes secured by each candidate
shall be counted and determined in the presence of the candidate and/or one of his nominees,
if such candidate or nominee is available. The counting of the votes shall be properly
recorded and shall be attested by the Election Committee.
(d)
The Election Committee shall collect all ballot papers and after scrutinizing and counting
votes inform the Chairman of the General Body Meeting the names of the successful
candidates for each office. The Chairman of the General Body Meeting in turn will announce
the names of such successful candidates on the floor of the house.
(e)
If the number of valid nominations for any office is less than the number needed to fill the
office, nominations will be received on the floor of the house.
The new office bearers and members of the Executive Committee shall formally take charge
of the office with the announcement of the results of the election by the Chairman of the
General Body Meeting and shall hold office till office bearers and members of the Executive
Committee are elected again.
42.
ANNUAL GENERAL MEETING OF THE CLUB
The Annual General Body Meeting of the Club shall be held in the month of June, during which a
report on the working of the Club for the previous year together with the audited statement of
accounts for the year shall be submitted by the Committee through the Hon. Secretary. Fourteen
days notice of the meeting shall be given to all Life Members and Members.
The quorum for the meeting shall be fifteen. But if at any meeting there is no quorum within thirty
minutes of the time fixed, it shall stand adjourned to the same day of the next week at the same hour
and place, when the business of the meeting shall proceed irrespective of quorum. When a meeting is
adjourned for transacting the business remaining unfinished or for want of quorum, no fresh notice
of the adjourned meeting need be given to the Life Members and Members individually, but notice of
such adjournment shall be put up forthwith on the Club Notice Board.
43.
BUSINESS AT THE ANNUAL GENERAL MEETING
The ordinary business of the Annual General Meeting shall be
(i)
To pass the minutes of the previous Annual General Body Meeting.
(ii)
Consideration and adoption of the Annual Report.
(iii)
Consideration and adoption of the audited statement of accounts of the previous financial year.
(iv)
To appoint Auditors for the subsequent year.
(v)
To consider any other matter for which notice is given by the Executive Committee or Members.
Any subject relating to the Club may be discussed, but no resolution upon any matter outside the
agenda shall be moved at the meeting unless fourteen days’ previous notice thereof shall have been
given in writing to the Hon. Secretary, who shall give one week’s notice to the members.
(vi)
To declare the results of the election to the office bearers of the Club for the year and assumption of
new office bearers.
44.
EXTRA-ORDINARY GENERAL MEETING
The Hon. Secretary shall, at any time, on the motion of the Executive Committee, the requisition of
the President or the written requisition of thirty members entitled to vote and none of whom are
defaulters under Rule No. 28 call a General Meeting within fourteen days, giving a notice of seven
days and briefly specifying the particular object for which the meeting is being called. The quorum at
such meetings shall be fifteen. But, if within half an hour from the time appointed for the meeting
there is no quorum present, the meeting, if convened upon the requisition of the members, shall be
dissolved. If convened at the instance of the Committee or the President, it shall stand adjourned to
the same day of the next week at the same hour and place, when the business of the meeting shall
proceed irrespective of a quorum.
When a meeting is adjourned for the transaction of business remaining unfinished or for want of a
quorum, no notice of the adjourned meeting need be given to the Life Members and Members
individually; but a notice of such adjournment shall be put up forthwith on the Club Notice Board.
DEFINITIONS
ELIGIBLE MEMBER & ELIGIBILITY TO CONTEST ELECTIONS
A.
A Member shall not be eligible to contest and be chosen to fill the office of the Executive Committee
member in the club unless
1.
The member should have completed four years of membership.
2.
The member is a resident in Trivandrum.
3.
The member is not a defaulter under the rule 28 and his name does not appear in the defaulters
list published on the 1st day of the month in which election is held.
4.
The member is not convicted for an offence involving moral turpitude by a court of law.
5.
The member was not subjected to any disciplinary action as per Rule No.30 (d), (e) and (f) and
no disciplinary action has been initiated, and pending against the member by the Executive
Committee before date of issue of Election notification.
6.
The member is not having any subsisting contract entered into by him with the club for
rendering any service or supply of goods or for the execution of any works undertaken by the
club, having an annual value in excess of Rs.2 Lakhs.
7.
1 to 6 above is applicable to the proposer and seconder of the candidate also.
B.
A member shall not be eligible to contest and be chosen to fill the office of the President, Vice
President, Hon. Secretary and Hon. Treasurer in the club unless
1.
The member is having all the eligibility to hold the office of the Executive Committee member.
2.
For the office of the President/ Vice President, the member should have service as Member of
the club for a minimum period of 15 years and for the office of the Hon. Secretary 10 years and
Hon. Treasurer 7 years.
3.
No member shall hold any office of the club including member Executive Committee for a
continuous period of 3 terms and a maximum of 5 terms in each category.
C.
Along with the application for nomination for all offices, the contesting member shall file a
declaration that he was not convicted by any court of law and no disciplinary proceedings as per
Rule No.30 (c), (d), (e) and (f) were initiated or pending against him by the Executive Committee and
that there is no subsisting contract by him with the club for an amount in excess of Rs.2 Lakhs.
D.
A Member shall not be eligible to contest for more than one office of the Executive Committee.
RIGHT & ELIGIBILITY TO VOTE
Every Member and Life Member shall be entitled to vote provided he/she has paid fifteen days
before the date fixed for the General Body Meeting all the dues he/she owes to the Club upto the end
of the previous month. If the payment towards dues is made by cheque it should be encashable
eighteen days before the date fixed for election. Only local cheques shall be accepted. The final
voters list shall be subject to scrutiny and approval by the Election Committee.
ILLUSTRATION
If the Annual General Body Meeting is on 25th June, the Bill amount for the month of May, which is the
amount due from the member for the facilities enjoyed by him during the month of April, should be
paid before 10th of June so that he/she shall be eligible to vote.
A list of defaulters as on 1st June will also be published on the Notice Board.
45.
VOTING AT GENERAL MEETING
All members, except members mentioned in Rule No.6 clause (ii) and clauses (iv) to (xii) and except
members notified as defaulters and members debarred by the Executive Committee from voting are
entitled to vote at General Meetings.
46.
CHAIRMAN OF MEETING
The President or, in his absence the Vice-President, shall preside at every meeting. But, if, the
President and Vice-President are not present at any such meeting, the members present shall elect
any person from among themselves as Chairman.
47.
WHEN QUESTION DECIDED AT A GENERAL MEETING MAY BE REOPENED
Matters decided in a General body meeting including matters relating to admission of members and
Rules and Regulations of the Club shall only be reopened and reconsidered by any subsequent
general meeting only after the expiry of six months period from the earlier decision of the General
Body.
48.
CASTING VOTE
Chairman of the meeting shall be entitled to a casting vote in case of equality of votes.
49.
AUDIT OF ACCOUNTS
The accounts of the Club shall be audited by a firm of Chartered Accountants, who shall be appointed
at the Annual General Meeting.
50.
SUGGESTIONS & COMPLAINTS
Suggestions if any from members are to be made in writing (in a book to be maintained for the
purpose) and the Hon. Secretary shall take appropriate action as he deems fit in the interest of the
Club. Complaints received from members in writing may be recorded in a separate register to be
maintained for that purpose and action shall be taken appropriately.
51.
DAMAGE OR LOSS TO CLUB PROPERTY
Any damage to the property or loss to the Club shall be realized from the persons causing it or, if
caused by a guest, by the member who introduced the guest, at an amount to be fixed by the
Committee. Such amount shall also be treated as dues from the member for that month.
52.
CLUB HOURS
The Club shall ordinarily be open from 6.00 A.M. to 11.00 P.M. The hours of play of the various games
and time of functioning of the other facilities will be as decided by the Executive Committee. No
service will be available between 11.00 P.M. and 6.00 A.M. except emergency service to the occupants
of the rooms by the security staff on duty. Except the occupants of the rooms, others are expected to
leave the Club premises by 11.00 P.M. at the latest. If for any reason a holiday is declared for the club,
facilities of the occupants of the rooms shall not be disrupted.
53.
RECIPROCAL AFFILIATION
The Executive Committee may enter into or revoke reciprocal arrangements with reputed Clubs
situated outside the revenue district of Trivandrum and providing facilities on par with the Club. The
Executive committee may make bye-laws for the smooth conduct of reciprocal arrangements.
54.
AMENDMENTS
Amendments to the Memorandum of Association, Rules and Regulations shall be made by the
General Body duly convened for the purpose or convened as per Rule No.44. Any such resolution for
amendment moved by the Executive Committee or by any member as per Rules and Regulations shall
be passed by a three-fifth majority of the members present and voting.
BY-LAWS
1.
2.
3.
TENNIS
All tennis requisites except tennis racquets will be supplied by the Club. Balls will be supplied
subject to conditions laid out in clause 2 below.
Tennis balls will be supplied to three courts in the evening and to Four courts in the morning for
Members. Normally two new balls shall be used for play in a court on two succeeding playing days.
The following will be the allocation of the Tennis courts.
Morning:
Court Nos.
Evening:
Court Nos.
1, 2, 5 & 6 for Members
3, 7, 8 & 9 for Coaching
4 for Morning Members & Members
1 & 2 for Members
3, 4, 6, 7, 8 & 9 Coaching
5 for Student members
Morning Members who use Court No.4 in the morning should provide balls and pickers at their
expense.
4.
Members are expected to play only either in the morning or evening session on any day.
5.
Members are free to join in any court of their choice. Members are not expected to play in courts
allotted for coaching during coaching hours.
6.
The following procedure will be adopted for deciding the chances of tennis players.
(i)
Freshers who have not played will get preference, those arriving early getting the first
preference.
(ii)
Those who have played the lesser number of sets will get preference while starting a new set.
(iii) Those who have waited for two consecutive sets will be considered as fresher’s irrespective of
the number of sets they have played before the wait.
7.
Set means a short set with a maximum of ten games or of duration of forty five minutes, whichever
is earlier.
8.
RESERVATION OF TENNIS COURTS
Members and others may reserve tennis courts for playing on any day on the following conditions.
(i)
The hours of reservation will be from 9.00 AM to 3.00 PM for Court Nos. 5, 6, 7, 8 & 9 and after
7 PM for Court No.1 with lights.
No court other than the above courts and at any other hours will be available for reservation.
(ii)
The reservation charges are Rs. 100/- per player . Additional Charges will be levied for lighted
Courts.
(iii) Requests for reservation should be made in writing to reach the Hon. Secretary at least
the previous day. The Hon. Secretary will have the power to accept or reject the request.
(iv)
For reserved Courts balls are to be provided by the players themselves.
9.
Members desiring to play after 6.30 PM can use the lighted Court No.1. The charges for using
the lighted court will be decided by the Executive Committee and will be shared equally by the
players.
10.
WALL PRACTICE
Members and coachees can use the wall practice court free of charge. When players are
waiting one shall not occupy the court for more than fifteen minutes.
11.
TABLE TENNIS
One table and table requisites are provided by the Club. Members shall bring the ball and bats
and need not pay any charges to the Club.
12.
BADMINTON (SHUTTLE)
One indoor shuttle court and One open air shuttle court are provided by the Club. Members
need not pay any charges to the Club for playing shuttle.
13.
CARDS
Cards may be played from 10.30 AM to 3.00 PM and from 6.30 PM to 11.00 PM on all days.
Table money shall be collected at the rates fixed by the Executive Committee from time to time.
14.
BILLIARDS
Charges per game of Billiards, Snooker, Russian Fleece or other pool games shall be at the rates
fixed by the Executive Committee from time to time.
One game shall be counted as follows.
Each Frame shall be of 30 minutes if two are playing “or” 45 minutes if three are playing
“or” 1 hour if four are playing.
At the start of each frame the Marker shall write the starting time and finishing time on the
board. In the absence of marker, with permission of waiting players, the game may
continue to any agreed time limit. However, charges per player per each frame as given
above or part there of shall be paid.
GUESTS
15.
A.
Members are at liberty to introduce guests. Members shall take reasonable care to see that
only persons of good reputation are brought in as guests. The member who introduces the
guest should invariably enter the name of the guest in the register kept for that purpose and
sign it before entertaining the guest. The guests are expected to be in the Club only along
with their member hosts.
The same person cannot be entertained as a guest for more than ten days in a month. An
affiliated member availing of the Club facilities as such cannot be entertained as the guest of a
member of the Club so as to exceed the above limit of ten days either as affiliated member or
as guest or as both put together. So also, no member can entertain as his guest any person so
as to exceed the limit of ten days by sponsoring him as an occupant of any residential room in
the Club.
B.
The guests so introduced shall be entitled to take part in all games and to use all facilities of
the Club.
C.
Any damage or liabilities caused to the Club by a guest shall be paid by the member introducing the
guest.
D.
The guest fee, at the rates fixed by the Executive Committee from time to time, will be charged from
the member who introduces the guest and the fee will be payable in cash by the member or will be
collected along with the monthly bill of the member. Spouse, parents, children and their spouses
will not be charged guest fee. Lady guests will not be charged guest fee.
E.
The member who introduces the guest should invariably enter the name of the guest in the register
kept for that purpose and sign it before entertaining the guest. The guests are expected to be in the
Club only alng with their member hosts.
F.
The member who introduces a guest to the club shall be responsible for the fair conduct and
behavior of the guest and dues relating to the guest for services and facilities availed at the club. In
case any dues to the club is not settled by the guest before departure from the club, such dues shall
be debited to the account of the member who introduced him on the subsequent date.
16.
THE CLUB DINING HALL
The Dining Hall of the Club in the first floor and Kallarackal Hall may be made available to members
and those sponsored by members for social functions at the discretion of the Hon. Secretary.
Requests for the same should be made in writing to the Hon. Secretary.
The expenditure for using the Dining Hall for functions as above will be fixed by the Executive
Committee from time to time.
Damages if any, caused to the Club properties will be made good from the members through whom
the Hall is booked.
17.
ORDER CHITS
Members are expected to order all items by signing the order chits available with the attenders.
These order chits will be sent to the members along with their monthly bills.
18.
LIMIT OF CREDIT FACILITY
The maximum credit facility for any class of member as per rules & regulations including each
nominee of Corporate Member to use the Club facilities such as the canteen, rooms etc. shall be Rs.
6000/- at any time. In the event of any member reaching the above limit the Hon. Secretary shall
stop further facilities of the club and intimate the member concerned and the staff in charge about
the same. Members exceeding the credit limit of Rs. 6000/- shall pay the entire outstanding balance
in lump sum for availing further facilities of the Club.
19.
WAITING LIST OF APPLICATIONS
If there are no vacancies and there are applicants for membership, the following procedure is to be
followed.
Applications approved by the Executive Committee are filed according to the priority of receipt of
non-refundable registration fee. When a vacancy arises, the filed applications are considered
according to the priority and the committee shall decide on the admission. If the applicant or
applicants are not selected, such application shall be removed from the file and the next candidate
in priority shall be considered for admission.
20.
RESIDENTIAL ROOMS
Residential Rooms will be let out to Members, their guests and members of affiliated Clubs subject
to the following conditions.
21.
(i)
Daily charges shall be paid at the rates fixed by the Executive Committee from time to time.
(ii)
Day means up to 24 hours from 12 noon.
(iii)
Members sponsoring guests for occupation of the rooms will be fully responsible for the
conduct of the guest during his stay in the residential rooms.
(iv)
Rooms can be reserved in advance by any Member and the reservation if cancelled 48
hours before the intended time of occupation, no charges will be levied. One day’s rent will
be collected if the cancellation is made less than 48 hours of the intended time of
occupation.
(v)
Two rooms will always be kept unreserved for occupation of members or club guests who
may require it at short notice, which will be allotted at the discretion of the Hon. Secretary.
(vi)
Extra beds will be provided according to availability and at a charge fixed by the Executive
committee from time to time. If more than two persons occupy the room, the names of
those persons should be entered in the room register. Charges will have to be paid even if
extra beds are not provided.
(vii)
Pets are not allowed inside the rooms.
(ix)
Children below the age of 12 staying with their guardians in the rooms will not be charged
extra.
(x)
Room boys are available to attend on the occupants from 6.00 AM to 11.00 PM. There will
not be any service between 11.00 PM and 6.00 AM. Members who want to occupy the
rooms during this time may give advance information to the Club.
(xi)
The Member who sponsors non-members should bear responsibility for liabilities, if any,
caused to the rooms by the non members.
(xii)
Rooms will not be let out for more than thirty days continuously for the same occupants.
The Hon. Secretary will have the discretion to extend the period of stay subject to
ratification by the Executive Committee at its next meeting.
(xiii)
The room rent, canteen bills and all other charges shall be fully paid up by the occupants
other than members every five days, if their stay exceeds that period.
LOUNGE AND DRESSING ROOM
Only light refreshments and snacks will be served in the lounge. Items for lunch or dinner will not
be served inside the lounge. Liquor is prohibited inside the lounge. Food or drinks will not be
served inside the Dressing Room.
Members using the bathrooms in the toilet block have to bring their own towels and soaps. Soiled
linen and tennis kit should not be left in the dressing room or in the toilet.
22.
STAFF OF THE CLUB
The Executive Committee shall decide from time to time the different categories of employees
required and their strength. The Hon. Secretary will be the controlling authority of the entire staff
and he shall assign to each of the staff his duties and responsibilities.
The Hon. Secretary will take disciplinary action against any employee for any dereliction of duty
including suspension from service and report the matter in the next meeting of the Executive
Committee. The termination of the service of any employee will be done by the Executive
Committee. The Hon. Secretary will sanction recoverable advances and uniform and similar
benefits. Increments, revision of salary and such other benefits will be sanctioned by the Executive
Committee. The employees will obey the orders of the Hon. Treasurer and carry out his
instructions on matters concerning the preparation of accounts, maintenance of ledgers, physical
verification of stocks and such other matters.
23.
TENNIS COACHING
The Club affords facilities for coaching in Tennis to young boys and girls interested in the game and
who are in the age group of six to sixteen. The Club shall appoint, for this purpose, one or more
coaches who are proficient in the game. The coaches shall carry out the coaching as per the
guidelines issued by the Executive Committee from time to time. For the preparation of such
guidelines, the Executive Committee may, if it considers it necessary, set up a sub-committee in
which the Hon. Secretary will also be a member.
The selection of trainees will be done by the Hon. Secretary, preferably in consultation with the
coaches and representatives of the sub-committee, if there is any. The Hon. Secretary will see that
the scheme is carried out as envisaged by the Executive Committee. He will also have powers to
terminate the coaching of any of the trainees if he considers that the continuance of such trainees will
affect the interests of the Club. An undertaking may be obtained along with the application from the
trainees and their guardians that they will abide by the rules prescribed for this purpose by the Club.
An agreement should be made with the coaches specifying their duties and responsibilities and the
service conditions as approved by the Executive Committee. The normal hours of coaching will be
from 6.00 AM to 8.00 AM and 3.00 PM to 6.30 PM. Trainees, depending on their standard of the game,
are expected to make use of the facilities of Student Membership before they attain the age of 18 if
they are keen on continuing to play the game in the Club courts. Trainees who attain the age of 18
during the middle of a term will be allowed to continue till the end of the term.
24.
CANTEEN
Items will be made available as per the daily menu. Other items as per the common menu will be
served on order, subject to availability. Advance intimation may be given to the canteen manager if
members require food for more than five persons. A member of the Executive Committee may be
nominated to manage the affairs of Canteen under the overall control of the Hon. Secretary.
25.
GYMNASIUM
The time allotted for the use of the Club Gymnasium will be as follows.
Morning:
Evening:
6.00 AM to 8.30 AM
4.30 PM to 5.30 PM &
6.30 PM to 8.00 PM
5.30 PM to 6.30 PM
- For general category
- Do - Exclusively for Ladies
The charges for using the gymnasium will be as fixed by the Executive Committee from time to time.
26.
LIBRARY
Members are at liberty to borrow books and papers and periodicals except the latest issues. Such
papers and periodicals shall be returned to the Club within
(i)
(ii)
(iii)
24 hours if it is a daily.
48 hours if it is a weekly.
3 days if it is a fortnightly or monthly.
Books and other periodicals shall be returned within ten days.
The member borrowing books, periodicals or dailies shall enter the fact in a register kept for the
purpose. Charges for items borrowed and lost shall be decided by Hon. Secretary.
27.
POWERS & DUTIES OF HON. SECRETARY
The Hon. Secretary shall
(a)
Have the right to authorize all ordinary payments of the Club, necessary for the management
of the Club.
(b)
Arrange and authorize full payments for all special works and purchases approved by the
Executive Committee.
(c)
See that all files and registers are maintained properly, especially the following:
(i)
Registers, separately for each year, containing the names of Members and the
subscription due from and paid by them.
(ii)
A Minutes Book in which the complete details of the business transacted at the
Executive committee Meetings and the General Body meetings are recorded. The
minutes of the Annual General Meeting shall be recorded by a recording secretary
nominated by the Executive Committee. The same shall be read and approved by the
subsequent General Body.
(iii) A suggestion book and complaint book for enabling members to make suggestions or
complaints regarding management of the Club.
(iv)
A Visitor’s Book.
(v)
A Register for the issue and return of books, papers and periodicals from the Club
Library.
(vi)
Attendance Register of staff.
(d)
Implement and execute the decisions and directions of the General Body and Executive
Committee.
(e)
The Hon. Secretary shall have the powers to initiate disciplinary action against any member
of the staff including suspension, fine and termination. Such action taken is to be reported to
the next meeting of the Executive Committee which shall take a final decision on disciplinary
matters.
(f)
The Hon. Secretary shall have the powers to initiate action against all categories of Members
who violate the Rules & Regulations of the Club or behave in a manner causing difficulties to
fellow members or disrupting the harmonious functioning of the Club. This shall include
show cause notices and suspension of facilities, if it becomes necessary. Such actions are to
be reported to the next Executive Committee.
28.
POWERS & DUTIES OF HON. TREASURER
(a)
Hon. Treasurer is the custodian of the Club funds. He shall have powers to issue necessary
instruction to the Club staff to carry out and fulfill his responsibilities of the Club.
(b)
To acknowledge all receipts. The Hon. Treasurer may authorize the Manager or any other
officials to sign the receipts on his behalf.
The Hon. Treasurer shall authorize and disburse all payments which are approved by the
Hon. Secretary. All bank accounts of the Club shall be operated jointly by the Hon. Treasurer
with the President of the Club.
(c)
The Hon. Treasurer shall be responsible to remit all collections from bar, canteen, office,
room and any other service point to the bank account of the club on the next working day.
Funds to meet expenses may be drawn from the bank.
(d)
The Hon. Treasurer shall see that the following records are correctly and truly maintained.
(i)
Cash and Bank Book in which all receipts and payments are recorded and general
ledger, journal, members register and other books of accounts as may be required.
(ii)
Vouchers for all payments made and copies of receipts for collection received.
(iii)
Stock Registers for Tennis Balls, Cigarettes, Aerated Water, Liquor, room linen and
other items.
(iv)
Fixed Assets register of furniture, fittings, kitchen utensils, court implements, gym
equipments, computers, telecom equipments and such other fixed assets.
(v)
Occupation Register of Rooms, Guest Register, Subscription Register etc.
(vi)
Subsidiary Cash Books in Canteen and Bar.
(e)
The accounts for each month are to be closed on the last day of the month and the monthly
statement of accounts is to be prepared and presented to the Executive Committee at its next
meeting together with the internal audit report for the previous month furnished by the
Internal Auditors appointed by the Executive Committee.
(f)
To issue monthly bills to members.
(g)
To prepare the Balance Sheet and Income and Expenditure Account for the year within 45
days of closing of the accounting year, get it audited by the appointed auditors and circulate it
among the members at least fifteen days before the Annual General Body Meeting, along with
the notice convening the General Body Meeting.
(h)
It shall be the responsibility of the Hon. Treasurer to bring to the notice of the Hon. Secretary
and the Executive committee all highlights relating to the financial matters including all
instances of misappropriation and other irregularities if any relating to the accounts of the
Club.
GENERAL
For all matters not covered by these By-Laws, the Hon. Secretary shall take suitable decisions, in the
best interests of the Club, which shall be reviewed by the Executive Committee in the next monthly
meeting of the Executive Committee.