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By Law

MEMORANDUM OF ASSOCIATION & BYE - LAWS OF SAI TRIVANDRUM GOLF CLUB
  • Name: The Name of the Society shall be SAI TRIVANDRUM GOLF CLUB, (hereinafter called the CLUB)
  • REGISTERED OFFICE & ADDRESS: The Registered Office of SAI TRIVANDRUM GOLF CLUB shall be at SAI Trivandrum Golf Course premises, Golf Links Road, Kowdiar Post, Thiruvananthapuram - 695003, Kerala State.
  • AREA OF OPERATION OF THE CLUB: The Area of Operation of the Club shall be within the Trivandrum District or as the Governing Body may decide from time to time.
  • COMPETENT AUTHORITY: The District Registrar (General), Trivandrum, shall have the Jurisdiction to perform the functions of the Competent authority.
  • AIMS & Objects: The objects for which Society is established are:

To establish a Golf Club

  • To establish a Golf Club

  • To encourage, promote and manage the game of Golf in particular and other sports, games, pastimes and to encourage fellowship between the Members of the Club.

  • To facilitate Golf education and promote Golf Tourism in the State.

  • To conduct a Golf and Social Club for the Members of the Club and their Families, Friends, Guests and Visitors, Tourists, and generally afford to them all the usual privileges, advantages, conveniences etc. of the Club.

  • To provide practice facilities whereby Members, Students, Tourists or any other person can practice or be provided coaching in the game of Golf and other sports.

  • To acquire by Purchase, Lease, License, Permits or otherwise and thereafter to own manage, lease out or operated Golf courses and grounds and to lay out, prepare and maintain the same for Golf and other athletic sports or pastimes, Swimming pools, Academic premises, play grounds, and to build or otherwise provide Club House, dormitories, pavilions, dwelling houses, and bungalows, workshops, stables, sheds, motor houses, water tanks, and other conveniences in connection therewith, and to furnish, alter, enlarge, repair, uphold and maintain the same, and to permit the same to be used by Members and employees of the Club and others, either gratuitously or for payment.

  • To transfer and admit all eligible Members of The Trivandrum Golf Club (as on the date of take over by Government of Kerala) as Members of the Club and preserve their rights and privileges as provided under Clause 8 of the Memorandum of Understanding dated 23rd July 2014 entered into between the Government of Kerala and Sports Authority of India.

  • To protect the rights of the Staff of the Trivandrum Golf Club (as on the date of take over by Government of Kerala) as provided under Clause 8 of the Memorandum of Understanding dated 23rd July 2014 entered into between the Government of Kerala and Sports Authority of India.

  • To nurture and maintain Golf Course, develop horticultural facilities for plants, trees and turf grass, including nursery greenhouse hydroponics for self-use and supply to external contractors, or for sale to Members.

  • To develop irrigation facilities, rainwater harvesting, water treatment plant, sewage treatment plant, for effective water management.

  • To develop a bio-gas plant to produce bio-gas or gobar gas for self use or for sale.

  • To develop wind, solar and other alternative sources of energy for self use of the Club and for sale and supply to the power grid of Kerala.

  • To lease advertising, hoardings and signage to generate revenue for the use of the Club.

  • To do all such other things as are incidental or conducive to the attainment of the aforesaid objects.

DECLARATION:

We the several persons, whose Name and Address are given at the end of this document, having associated ourselves for the purpose described in the Memorandum of Association do hereby subscribe our Names to this Memorandum of Association and set our respective and several hands hereinto and form ourselves into a Society under the provisions of the Travancore Cochin Literary, Scientific and Charitable Societies, Act (Act XII of 1955) this, the 15th October 2014 at Thiruvananthapuram.

In accordance to the decisions taken in the Ad Hoc Governing Body Meeting of the SAI Trivandrum Golf Club, held on 15-10-2014, which included the Registration of the Club, the Meeting unanimously constituted a Governing Body with the following Members as Office Bearers for a period of 5 years .

The Management Control and Administration of the Society is entrusted with the Governing Body:-

Sl.No. Name Designation Signature
1 Mr. Jiji Thomson IAS
Annamaria, NCC Road, Ambalamukku, Peroorkada, Tvm - 695005
Nominated by Sports Authority of India		 President Sd/-
2 Dr. G. Kishore
Principal, SAI LNCPE, Trivandrum
Nominated by Sports Authority of India		 Vice - President Sd/-
3 Sri. T.P. Mohandas
Accounts Officer, SAI LNCPE
Nominated by Sports Authority of India		 Treasurer Sd/-
4 Sri. S.N. Raguchandran Nair
SI Property, Trivandrum- 695003		 Secretary Sd/-
5 Shri. John Thomas
32, Devapalan Nagar, Peroorkada P.O., Thiruvananthapuram – 695005		 Captain of the Club Sd/-
6 Secretary (General Administration Department) Govt. of Kerala Member Sd/-
7 The Secretary to Government (Tourism Department, Govt. of Kerala) Member Sd/-
8 The Secretary to Government, Sports & Youth Affairs, Trivandrum Member Sd/-
9 The District Collector, Trivandrum Member Sd/-
10 Shri. M. Ayyappan
CMD, HLL Healthcare Ltd., Trivandrum		 Member Sd/-
11 Shri. Varugese M.S.
Deputy Director, SAI - LNCPE, Tvm		 Member Sd/-
12 Shri. K. Thomas Jacob, C.A.
Kalappilayil, Krishna Gardens, Golf Links Road, Kowdiar, Trivandrum – 695003		 Member Sd/-
13 Shri. K. Srikant
Skyline Plaza, Vellayambalam, Trivandrum		 Member Sd/-
14 Shri. T.K. Thomas
TC 11/1757, Pavithra, Charachira Road, Kowdiar P.O., Trivandrum – 695003		 Member Sd/-

DECLARATION:

We the several persons, whose name and address are given at the end of this document, having associated ourselves for the purpose described in the Memorandum of Association do hereby subscribe our names to this Memorandum of Association and set our respective and several hands hereinto and form ourselves into a society under the provisions of the Travancore Cochin Literary, Scientific and Charitable Societies, Act (Act XII of 1955) this, the 15th October 2014 at Thiruvananthapuram.

RULES AND REGULATIONS OF SAI TRIVANDRUM GOLF CLUB

SHORT TITLE AND COMMENCEMENT

These Rules and Regulations may be called the Rules and Regulations of SAI Trivandrum Golf Club.

DEFINITION

In these Rules and Regulations, unless the context otherwise requires:-

  • “The Act” means the Travancore Cochin Literary, Scientific and Charitable Societies Registration Act, 1955, including any statutory modifications or re-enactment for the time being in force.

  • “Apex Committee” means the Apex Committee constituted as per G.O.(Ms) No. 261/14/GAD dated 23/09/2014.

  • “The Club” means SAI Trivandrum Golf Club.

  • “The Governing Body” means the Nominated or Elected Persons, inclusive of Members Nominated by the Sports Authority of India.

  • “Members” means persons who have completed twenty one years of age and who have taken Membership directly in the SAI Trivandrum Golf Club and those who have become Members by virtue of the provisions contained in the Memorandum of Understanding dated 23rd July 2014 executed between the Government of Kerala and Sports Authority of India.

  • “Governing Body Meetings” means Meetings of the Members of the Governing Body.

  • “Meetings” means Governing Body or Annual Body Meeting or Extraordinary General Body Meetings.

  • Unless the context otherwise requires, words or expressions contained in these Rules and Regulations shall bear the same meaning as in the Act but excluding any statutory modifications not in force when these Rules and Regulations become binding on the Club.

  • All words which signify the singular shall also include plural and all words which signify the male shall also include the female.

  • “Government” means the Government of Kerala.

  • “Financial Year” means the year starting from 1st April to 31st March.

CLUB

The SAI TRIVANDRUM GOLF CLUB is established for the purposes expressed in the Memorandum of Association dated 15, Oct, 2014

Membership of the Club shall be open to all persons who have completed the age of 21 years and above (except Student Members) shall be eligible for all categories of Membership as specified hereunder. The total No. of Membership shall not exceed 1000 excluding Honorary Membership, Special Invitee Membership and Temporary Membership.

Each approved Member shall be bound by these Rules and Regulations and any Bye-Laws and conditions of Membership.

All Applications for Membership under Golfing Member, Corporate Member, Service Member, Social Member, and Temporary Member will be scrutinised by the Screening Committee constituted by the Governing Body for ascertaining their eligibility.

CLASSIFICATION OF MEMBERSHIP

There shall be 9 classifications of Membership:

  • Golfing Member

  • Corporate Member

  • Service Member

  • Honorary Member

  • Special Invitee Member

  • Temporary Member

  • Social Member

  • Student Member

  • Dependent Member

  • Close Relative Member

ELIGIBILITY FOR MEMBERSHIP AND DEFINITIONS

GOLFING MEMBER

Golfing Member means a person who applies to the Club to avail Membership for playing Golf whose proposal is accepted by the Governing Body and who pays the prescribed Entrance Fee, subscription and any other fee or maintenance charges decided by the Governing Body from time to time. Such Golfing Member shall maintain a Handicap by playing regularly, unless he is exempted from playing by the Governing Body and the Golfing Member should maintain a Handicap, at least for a period of 5 years from the date for becoming a Golfing Member. A Golfing Member who does not maintain a valid Handicap for the next 5 years may convert his Membership as a Social Member by paying an additional Entrance Fee as applicable on the date of his becoming a Social Member. Once a Golfing Member gets converted as a Social Member, he will lose the right to vote from the date of such conversion. All Golfing Members shall have voting rights.

By virtue of the provisions contained in the Memorandum of Understanding dated 23.07.2014 signed by the Government of Kerala. and Sports Authority of India, all valid Members of The Trivandrum Golf Club as on 31/03/2015 recommended by the Secretary of The Trivandrum Golf Club shall be absorbed as Golfing Members on the date of registration, without Entrance Fee. They shall have voting rights. These Members will not be eligible for refund of any Entrance Fee paid to the Trivandrum Golf Club earlier, on their ceasing to be a Member.

Corporate Membership

Corporate Member means a Company Registered under the Companies Act, Nationalized Bank, Statutory Body/ Corporation, Society, Limited Liability Partnership Firm or Proprietary Concern. Such Institution can nominate not more than 2 persons to use the Club by paying such sum as may be determined by the Governing Body and such persons Nominated should be from the Top Managerial Cadre of the Institution by Name which may be changed from time to time according to the exigencies of service-to avail the amenities of the Club and they shall pay the Subscription applicable as determined by the Governing Body. Such Corporate Membership will automatically cease after a period of 20 years from the date of admission. A Corporate Member shall not have voting rights.

However they shall nominate additional persons up to a maximum of two on payment of 1/3rd of the Corporate Membership Fee for each person applicable from time to time subject to approval of the Governing Body within the period of 20 years.

SERVICE MEMBER

A Service Member means any personnel serving in Kerala and having a permanent residence in Trivandrum of All India Services, Judicial Officers of the rank of High Court Judges, Commissioned Officers of Defence Services and Class I Officers of SAI. A Service Member could be either a Golfing Service Member or a Social Service Member. Only a Golfing Service Member shall have voting rights. Even after retirement, the Membership shall continue.

HONORARY MEMBER

Any distinguished or eminent Citizen, who have done outstanding service to the Nation, the game of Golf and the Club and whose Membership will be an Honour to the Club, duly recommended by the Governing Body may be invited to be an Honorary Member. He shall have no voting rights and need not pay any Entrance Fee. Such Member’s spouse and dependent children below the age of 21 years are eligible to use the Club’s facilities. The total number of such Members will be decided by the Governing Body from time to time bearing the best interest of the Club. The Governing Body may also extend this Category of Membership to very Senior Govt. Officials serving in Trivandrum whose services are of value to the Club. In such cases the period of their Membership shall be limited to their tenure of service in Trivandrum.

SPECIAL INVITEE MEMBER

In very rare circumstances the Governing Body by unanimous decision may extend special invitation to such eminent persons whose Membership will be an asset to the Club for a period of three years at a time. However, such invitations shall be restricted to a maximum of two per year and on payment of such fees as prescribed for each person by the Governing Body, subject to the condition that there shall be not more than eight such Special Invitee Members at any point of time.

TEMPORARY MEMBERSHIP

This Membership for a period of three years is open to persons who are employed in Trivandrum and who belong to All India Service (Non -Kerala Cadre) or Commissioned Officers of the Defence Services or Chief Executives of Companies/Corporations/Federations of National or International Standard/ repute, or Officers of Central/State Government/PSU/Autonomous Bodies provided they are either Golf Players or are keenly interested in the game of Golf. The Governing Body may extend the period of Temporary Membership for a further period of one year, provided the Member continues to be employed in the same or higher post in which he/she was, when he / she was admitted as a Temporary Member, and subject to payment of fees prescribed by the Governing Body. In no case shall Temporary Membership continue for more than four years (which is inclusive of the extended period).

Temporary Member shall have all the privileges of a Member other than voting rights and serving on the Governing Body.

SOCIAL MEMBER

Social Member means those Members who are not keen to play Golf but who are desirous of availing facilities available in the Club. They shall have no voting rights.

Any Social Member may convert his Membership, as a Golfing Member upon obtaining a Handicap as per Rules framed by the Governing Body from time to time and the Governing Body has thepower to accept or decline such application for Golfing Membership. In the event of a Social Member possessing a valid Handicap being approved by the Governing Body to be a Golfing Member, such a Social Member shall have the right to vote by virtue of becoming a Golfing Member. However, such a Member is not entitled to any refund in his Entrance fees already paid

STUDENT MEMBER

To promote the game of Golf, Student Membership is granted to children (who are School or College going) between the age of 8-21 years. Student Members are required to submit at least six cards a Month. Playing rights on the Course will be based on their Handicap. The Fees for Student Membership will be decided by the Governing Body from time to time. A Student Member can only use the facilities as decided by the Governing Body. Parents of the Student Member shall be liable for the liabilities to the Club committed by the Student Member.

DEPENDENT MEMBER

A Dependent Member means the wife or dependent children only of the Member including those of Members absorbed as per Clause 8 of Memorandum of Understanding dated 23-07-2014 between Government of Kerala and Sports Authority of India

Privilege of a Spouse and Dependent children of Member: Spouse and Dependent Children - not exceeding 21 years of age - of Members may use the Club and facilities subject to payment of charges as applicable to Members. Spouse and Dependent Children of any Member may play Golf and take part in Tournaments conducted by the Club, provided he has a valid Handicap Certificate

Spouses and Dependent Children of Deceased Member: Spouses of a Deceased Member may continue to use the facilities of the Club by applying to the Secretary in writing. On approval by the Governing Body, the Spouse and Dependent Children not exceeding 21 years of age of a Deceased Member will be entitled to use the Club by paying the Subscription and any other levy. The spouse of a Deceased Member shall not be entitled to attend, speak, vote or seek election at the Meeting of the Club.

Close Relative Member

A Golfing Member / Social Member having five years (which includes his / her Membership period in The Trivandrum Golf Club) of standing in his / her credit may propose his / her son / daughter, son-in-law / daughter-in-law under this category to be considered under Golfing or Social Member, once in five years subject to a total of two in his / her life time. The total number of Close Relative Members admitted in a Financial Year shall not exceed 10. Close Relative Category shall remit Entrance Fee as applicable to the Service Member

Membership

  • A candidate desirous of admission as Member shall apply in writing to the Secretary of the Club, specifying the category of Membership under which the application is to be considered, along with full Bio-data, proposed and seconded by two Golfing Members (without arrears) or by two Governing Body Members.

  • The Governing Body, after receiving the Scrutiny Report from the Screening Committee, may authorize issuance of an Application Form. 10% of the Membership fee should be paid with the application. If rejected, the amount is refunded without interest.

  • The Governing Body will fix an annual quota for admissions under each category. If applications exceed the quota, seniority applies. Unadmitted but approved applications will carry over to the next round and must pay the prevailing fee.

  • Upon approval, the candidate becomes a "Member Elect" and their name is posted on the Club Notice Board. Golfing Membership may be confirmed after 6 months based on participation.

  • During this 6-month period, the Member Elect should actively engage in golf. They must play at least one round with the Captain or nominee.

  • After 6 months, the application is reconsidered with a Captain’s Report. On final approval, balance fees are paid and the person becomes a Golfing Member.

  • Rejected applicants may only reapply after 12 months. A member can propose or second no more than two applications in a year.

  • Member Elects can use all facilities except bringing guests. Proposers must ensure they clear their dues.

  • No refund is allowed on partial Entrance Fee if application is withdrawn or rejected after formal processing.

Cessation of Membership


  • Voluntary resignation.

  • Death of the Member.

  • Being adjudicated insolvent.

  • Conviction for an offence involving moral turpitude.

  • Non-payment of dues after due notice; re-admission allowed within 2 years upon clearing dues and paying Rs. 5000 fine.

  • Expulsion by 3/4th majority vote at General Body Meeting.

  • Corporate Member failing to nominate/confirm for 5 consecutive years.

  • Violation of Club rules and regulations.

Expulsion of Members


  • Complaint by Office Bearer or 15 members leads to a show cause notice.

  • If the complaint is found valid, a charge memo and disciplinary action may follow.

  • Members found guilty of misconduct or moral turpitude may be expelled.

  • Suspended members may not enter the club or use its facilities during suspension.

  • Expelled members may appeal at the next General Body Meeting (decision by 3/4th majority).

  • Suspended members must still pay fees and dues.

  • Persistent non-payment of dues may lead to expulsion.

  • Club may pursue legal remedies for dues or damages.

Entrance and Subscription Fees


Entrance Fee

  • Entrance fees and facility deposit for various categories will be prescribed by the Governing Body or Apex Committee.

Green Fees

  • Applicable for new members; exempt for Social Members and those admitted from Trivandrum Golf Club as Golfing Members.

Subscription Fees

  • Golfing Member – ₹5,000/year

  • Service Member – ₹5,000/year

  • Corporate Member – ₹10,000/year

  • Temporary Member – ₹5,000/year

  • Honorary Member – Nil

  • Student Member – ₹2,500/year

  • Invitation Member – ₹1,000/year

  • Social Member – ₹10,000/year

  • Spouse of Deceased Member – ₹1,000/year

  • Close Relative Member – ₹5,000/year

In addition to all Fees / Subscription / Charges/ Costs etc, the Member shall be liable to pay applicable Taxes, Cess, Fees and other statutory outgoings at such rates fixed by the appropriate Government/Local Bodies as the case may be from time to time.

Members shall pay Annual Subscription within 45 days from the 1st April of the Financial year. No Member shall be entitled to use the Club if he does not pay the Annual Subscription within the stipulated time. The payment shall be effected through Cheque / Demand draft drawn in favour of the “ SAI Trivandrum Golf Club’’ drawn at any Nationalised / Scheduled banks at Trivandrum. E- remittance through visa / Master Debit / Credit Card to the Accounts of the Club is also admissible.

The rates of Green Fee, Hire Charges for Golf Cart, Caddy Fees, Charges for Coaching etc. will be decided by the Governing body at appropriate intervals and separate Orders issued accordingly.

A Register of Members in which all information about Members shall be maintained. Every Member shall inform the change of Address as soon as possible. All communications to the Member shall be made to the last given Address. If the Member does not furnish his new Address (in case of change in Address) all communications served to him in the Address available with the Club shall be deemed to be served to him and received by him. Every Member shall be issued with an ID card containing their full details and they can enter the Club only by using the ID card.

AFFILIATED MEMBERS

  • An Affiliated Member is a person who is a Member of an affiliated Club with which the Club has reciprocal arrangements.

  • The Governing Body may deny facilities to any Member of an affiliated Club without assigning any reason.

  • An Affiliated Member cannot extend the facilities of the Club to their guests.

VISITORS AND GUESTS

  • Golfing and Social Members may introduce guests, who have not been previously entertained, up to 18 occasions in a calendar year.

  • Members introducing guests must record their names and other details in the visitor’s book.

  • Temporary or Affiliated Members cannot introduce guests to the Club.

  • Walk-in golfers with valid handicaps from a recognized Golf Club may play up to 18 occasions a year with permission of the Secretary or Captain.

  • Guest fees are revised periodically by the Governing Body.

RIGHTS, RESPONSIBILITIES, AND LIABILITIES OF MEMBERS

  • Members are entitled to use and enjoy Club facilities at charges and times advertised by the Club.

  • Complaints must be submitted in writing to the Governing Body. Members should avoid airing complaints within the Club.

  • Members can pre-book tee times for themselves and playing partners but must adhere to the booking schedule to avoid penalties.

  • Members should join other members for weekend play to foster camaraderie and allow more players to use the course.

MEMBERS' ACCOUNTS

  • All expenditure must be acknowledged by the member with their signature and membership number.

  • The Club’s accounts are due on the first day of the following month and should be cleared by the 30th of the month.

  • If bills are not settled within 15 days, a registered letter will be sent to the defaulting member.

  • Members who fail to pay bills for two consecutive months will be prohibited from using Club facilities until dues are settled.

  • Members who consistently default will lose their credit facility for six months.

ABSENCE ABROAD

Members intending to reside abroad for over a year must pay 50% of the subscription fee, provided they give at least one month’s notice to the Governing Body. Returning members must pay the pro-rated balance of subscription fees to resume membership.

GOVERNING BODY AND ITS POWERS

The affairs of the Club shall be managed by the Governing Body - for the present the following Committee of fourteen Members Nominated by SAI - as follows - will constitute as the Governing Body. The Adhoc Governing Body will be a regular Governing Body on registration of this society.

  • 1. Mr. Jiji Thomson, I.A.S. President ‘Annamiria’, NCC Road, Ambalamukku, Peroorkada, Thiruvananthapuram 695 005

  • 2. Dr. G. Kishore Vice President Principal, SAI, LNCPE, Karyavattom

  • 3. Mr. T.P. Mohandas Treasurer SAI, LNCPE, Karyavattom

  • 4. Mr. S.N. Raghuchandran Nair Secretary SI Property (P) Ltd., Trivandrum

  • 5. Mr. John Thomas Captain 32, Devapalan Nagar, Peroorkada

  • 6. Secretary, General Administration Department Member Govt. of Kerala

  • 7. Secretary, Tourism Department Member Govt. of Kerala

  • 8. Secretary, Sports & Youth Affairs Member Govt. of Kerala

  • 9. District Collector Member Thiruvananthapuram

  • 10. Mr. M. Ayyappan Member CMD, HLL Lifecare Ltd., Trivandrum

  • 11. Mr. Varghese M.S. Member Deputy Director, SAI, LNCPE, Trivandrum

  • 12. Mr. K. Thomas Jacob Member Kalappilayil, Krishna Gardens, Golf Links Road, Kowdiar, Trivandrum

  • 13. Mr. K. Srikant Member Skyline Plaza, Vellayambalam, Trivandrum

  • 14. Mr. T.K. Thomas Member TC 11/1757, Pavithra, Charachira Road, Kowdiar P.O., Trivandrum 695 003

This shall be the first Governing Body of the Club, which will have tenure of 5 years nominated by the Sports Authority of India. The future Governing Body Members, consist of the President, Vice President and Treasurer shall be the representatives of the Sports Authority of India. The Secretary and the Captain shall be elected from the Members of the Club having voting rights. There shall be 4 nominees from the Government of Kerala and 2 nominees from Sports Authority of India (Government of India) and 3 Members from among the Golf playing Members of the SAI Trivandrum Golf Club.

The 4 Nominees from the Government of Kerala shall be Secretary-General Administration Department, Secretary - Tourism Department, Secretary - Sports and Youth Affairs and District Collector Trivandrum. 2 Members representing SAI (Government of India) shall be nominated by the Director General, Sports Authority of India and 3 Golf playing Members shall be elected by the General Body.

The term of office of the Governing Body shall be three years or as decided by the Apex Committee. In the event of any vacancy, the Apex Committee shall nominate suitable replacements.

The Governing Body may appoint any person as Manager of the Club and fix his / her remuneration and define powers and duties and delegate to him / her such functions as it may deem desirable or expedient.

THE ADMINISTRATIVE POWERS OF THE GOVERNING BODY

Secretary under the supervision and control of the president shall be in overall charge of the administration of the club. In his absence, Golf Captain shall exercise his functions or as decided by the Governing Body Members. Separate set of administrative powers for the Governing Body and Secretary shall be issued ensuring transparency and accountability of the functionaries by Governing Body with the approval of the Apex Committee.

Tee off timings, Course Closure Timings, use of mobile phones at Course, Club etc. on the Course shall be decided by the Governing Body in consultation with the Golf Captain or any other Officer of the Club as the case may be and Orders issued.

Meeting of the Governing Body shall be called at least once in a months and more often, if found necessary, with the approval of the President

Meeting of the Governing Body shall be called at least once in a months and more often, if found necessary, with the approval of the President.

The Secretary shall call for Special Meeting of the Governing Body whenever desired to do so by the President, with three day’s Notice

The quorum for the Governing Body Meeting shall be five of the Members present.

Any Governing Body Member who absents himself/herself/ for three consecutive Meetings of the Governing Body without leave of absence shall automatically cease to be a Member of the Governing Body.

VACANCIES

Any vacancy arising during the term of the Governing Body shall be filled up by Nomination by the Governing Body within two weeks of such vacancy arising from among themselves or from the Members subject to eligibility under the Rules.

The Governing Body shall have the power to form standing orders to regulate the use of the Club, Course, etc. Any of the Governing Body Members or Members can be elected/nominated as Member In charge of Finance, Marketing, Games/Catering, Entertainment, Building, Garden, Public Relations, Tourist Promotion, Welfare of Members, Staff, etc. Each of the Governing Body Members or Member in charge of the above activities of the Club is accountable to the Governing Body.

The Governing Body shall have the power to enact and amend the Executive Rules and Regulations and appoint Sub-committees, in which they may delegate such powers as they think fit. The Governing Body may co-opt Members if they feel that the co-opted person is considered to have valuable experience or knowledge of the Sub-Committee business.

Rules and Procedures for the election of Office Bearers and Members of the Governing Body shall be formulated by the Governing Body/Adhoc Committee within four years from the date of Registration of the Society. All members shall be bound to follow such Rules & Regulations.

The Governing Body shall also have powers from time to time to make, vary, amend, repeal, and re-enact Standing Orders and Regulations not inconsistent with these Rules as may be necessary or expedient or convenient for the proper conduct, management, or control of the Club.

All the matters, unless specifically mentioned in these Rules, shall be decided by the Governing Body. In case of equality, the Chairman/President shall exercise his/her casting vote.

FINANCIAL POWERS

18.1 A separate set of financial Rules as applicable to Government Societies ensuring transparency of all activities and accountability of functionaries shall be issued by the Governing Body with the approval of the Apex Committee.

ACCOUNTS

The Books of Accounts shall be kept at the Registered Office of the Club or at such other place as the Governing Body thinks fit and such documents shall be audited by a Chartered Accountant or Accountants appointed as Auditors once in a year and placed in the Governing Body and Annual General Body Meeting. Casual vacancies in the appointment of Auditors, remuneration etc. shall be fixed by the General Body or Governing Body as the case may be.

The provisions of the Travancore-Cochin Literary, Scientific and Charitable Societies Registration Act, and provisions contained in the Memorandum of Understanding dated 23-07-2014 entered into between the Government of Kerala and Sports Authority of India shall apply to the extent not provided in these Rules and Regulations.

For the day-to-day financial transactions of the Club, one or more Bank Accounts shall be opened with any of the Nationalized Banks or Scheduled Banks. All monies received shall be deposited in a Nationalised Bank or Scheduled Bank in the name of the Club and the Bank Account shall be operated and signed by any two signatories out of President, Secretary, and Treasurer for amounts exceeding Rs. 25,000/–.

The Governing Body shall have powers to engage and dismiss any Officer, Officers, and Employees of the Club and to determine their respective powers and duties and to fix their salaries or remuneration and their conditions of service and privileges, as per the provisions of the Memorandum of Association and Byelaws.

The Governing Body shall have the power to borrow any sum or sums of money from Members, financial or banking institutions, or others, upon such terms and conditions as it deems fit and necessary for the best interest of the Club, the reason for which is recorded and authenticated by the Members present.

The Club can sue or be sued in its own name in the course of carrying on its objects. Any such suit or other proceedings in the name and on behalf of the Club shall be instituted, filed, defended, contested, and otherwise dealt with by the Secretary or, in his absence, by the President.

The Governing Body may delegate, if necessary after reasons to be justified, any of its powers to any Member or Members of the Governing Body.

RIGHTS AND DUTIES OF THE PRESIDENT

PRESIDENT

The President shall be head of the Club and shall take the Chair at all meetings of the Members of the Club or of the Governing Body and shall regulate the proceedings in accordance with these Rules. He shall have the right of a casting vote whenever necessary. In the absence of the President, the Vice President shall chair the Meeting of the Governing Body.

VICE PRESIDENT

The Vice President shall chair the Meeting of the Governing Body in the absence of the President. He shall perform the duties of Secretary in his absence.

SECRETARY

The Secretary will look after the routine works of the Club. He shall keep the Registers, Records and other Documents and shall correspond on behalf of the Club. All important and policy matters shall be subject to the approval of the President or Governing Body. He shall keep track of the properties of the Club. He shall keep in touch with the Members and shall inform them regarding Meetings and other functions and programmes. He shall keep the Minutes of all the Meetings and Reports of all functions and programmes arranged by the Club. He shall be accountable to the Governing Body and the President. In the absence of the Secretary, the Vice President shall carry out the duties of the Secretary.

SECRETARY IS DUTY BOUND

  • To prepare and present the Annual Report, Balance sheet and Income & Expenditure Account as prepared by the Treasurer of the Club to the Governing Body and Annual General Meeting.

  • To call for the Annual and Extra-Ordinary Meetings in consultation with the President.

  • To conduct all the correspondence of the Club.

  • To attend all General and Governing Body Meetings and to maintain the Minutes of such Meetings.

  • To give due Notice of all General and Governing Body Meetings.

  • To close the Course in consultation with the Captain for maintenance or special events.

  • To oversee all matters pertaining to the Club, its premises and Members.

  • To execute Documents and the Common Seal as per the authority of the Governing Body.

  • To perform all other duties required by the Governing Body and President.

TREASURER

The Treasurer shall be responsible for keeping all accounts of collections and expenses of the Club. At the end of the Financial Year, he shall get them audited by the Auditors appointed by the Governing Body and hand over the Accounts, documents and the cash balance to the Governing Body which shall examine and approve the same. In addition, the Treasurer shall carry out all other duties decided by the Governing Body from time to time.

GOLF CAPTAIN

The Golf Captain shall be a Golfer with Handicap and will be nominated/elected and shall be in charge of the Golfing activities on the Course and shall be the Adjudicator for conduct of the game of Golf and Tournaments and for suspension of the game due to inclement weather. The Golf Captain shall uphold the tradition and spirit of Golf and enforce discipline on the Course and in the Club.

THE ANNUAL GENERAL BODY MEETINGS

The Financial year of the Club shall be from the 1st April to 31st March. The Club shall in addition to any other Meetings, hold an Annual General Body Meeting within six months of the expiry date of each financial year. Every Annual General Body Meeting shall be called at such time, on such date, at such place as the Governing Body may from time to time determine. Fourteen days’ notice in writing shall be given to Members for such Meetings.

At such Meeting, twenty Members eligible to vote, present in person shall form a quorum. In the event of lack of sufficient quorum, this Meeting shall automatically stand postponed to the same time and place one week later. At this postponed Meeting, the Members present regardless of the numbers shall form a quorum.

The business of the Annual General Body Meeting shall be:

  • Introduction

  • Approval of Minutes from previous Meeting

  • Receipt of Governing Body’s Report, Balance sheet, Income & Expenditure Account and Auditor’s Report

  • Adoption of forecast position of Accounts and approval of budget for the following year

  • Election of Office bearers, when due

  • Review of facilities and future plans

  • Receipt of Golf Captain’s Report

  • Appointment of Auditor(s) and fixing remuneration

  • Any other matter with the permission of the Chair Any Member may bring about an amendment, addition or deletion to the Rules and Regulations of the Club, provided he / she submits his / her proposal in writing for change at least ten days before the Annual General Body Meeting. Any such amendment, addition or change in the Rules and Regulations shall be carried out by a majority of 2/3 of the Members present in such General Body Meeting

Any modification or amendment to the Memorandum of Association or Articles of Association or Rules taken by the General body/Governing body is subject to the approval of the Apex Committee constituted as per Memorandum of Understanding dated 23-07-2014.

ELECTION TO THE GOVERNING BODY

  • For all future Governing Bodies, the Annual General Body Meeting shall elect members from the eligible Members, except the President, Vice - President, Treasurer, Four Officials from the State and Central Governments and two Officials from SAI to be nominated by the Director General of Sports Authority of India, as and when it is due.

  • The President, Vice- president, Treasurer, Four Officials from the State and Central Governments and two Officials from SAI shall be nominated by the Director General of Sports Authority of India.

  • The Secretary, Captain and three Members of the Governing Body shall be elected by the Annual General Body from the Golf playing Members.

  • The tenure of the Elected Governing Body shall be three years.

ELECTION

As per the Memorandum of Association of the SAI TGC the tenure of the 1st Governing Body is for a period of five years from 15.10.2014, Rule No: 23 of the Bye Laws provides that detailed Rules regarding Election of the Governing Body shall be formulated by the Governing Body. Accordingly, the following Rules for the Election duly approved by the Governing Body shall come into force with effect from 2020 AGM, so as to coincide with the date of AGM:-

  • The Governing Body shall nominate, at least thirty days prior to the day of Election, three Members other than the Members of the Governing Body to function as Election Committee from among the Senior Members of the Club for the Election to the post of Secretary and Captain.

  • Thirty days prior to the General Body Meeting excluding the date of Meeting, the 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. A List of Members with dues as on that date shall also be published on the Notice Board. A final Voters List shall be published nine days before the Election.

  • After publication of the Provisional Voters List, and not less than fifteen days prior to the General Body Meeting, the Election Committee shall publish Election Notice on the Club Notice Board, inviting nominations for both the two posts of Governing Body Members to be elected, indicating the time schedule for Election with specific time and date.

The Time Schedule for the different procedures shall be as indicated below:-

  • Nomination to be filed at least ten days prior to the date of Election.

  • Scrutiny to be conducted either on the last date for filing of Nominations or the next day and the list of valid Nominations to be published on the Notice Board immediately after the scrutiny.

  • The last date for withdrawal to be at least four days prior to the date of Election.

  • Nominations shall be in the Prescribed Form, as defined in the Bye-Laws as per the Annexure I which shall be available from the Club Office. For each office, name of eligible Members, as defined at the end this Rule, who are eligible to hold any Office of the Club may be proposed and seconded by Members, in writing and also consented to in writing by the Nominee. The Nominations enclosed in sealed covers and superscribed “SAI Trivandrum Golf Club Election Nomination” should be handed over to the persons in the Club Office authorized for the purpose by the Election Committee, who will issue acknowledgement.

  • One Candidate can contest for only on Post.

  • Only those Members who are entitled to vote as provided under Sub clause (K), and have completed a minimum of three years as a full Member, shall propose or second subject to the condition that the candidate for the posts should have completed five years as a full Member including the Membership in Trivandrum Golf Club (TGC) and the candidate for the posts of Secretary and Captain should have had a Handicap Rating of the SAI Trivandrum Golf Club and the Captain should have a Handicap of 18 or below.

  • After the date for the withdrawal, if there are no Nominations than the required number for any office, the Election Committee shall proceed with the Election on the date specified for the same.

  • 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 3.00pm to 6.00. on the date of 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 Nominee, if such candidate or Nominee is available. The counting of the votes shall be properly recorded and shall be signed by the Election Committee Members.

  • The Election Committee shall collect all the ballot papers, after scrutinizing and counting of votes inform the Chairman of the General Body Meeting, the names of the successful candidate for each office in sealed cover. The Chairman of the General Body Meeting in turn will announce the names of successful candidates on the floor of the House as the last item of the Agenda of the Meeting. In the case of a tie the winner shall be decided by drawing lots.

  • 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. If there are more candidates than the required number, the Election Committee shall conduct the Election on the same day, after announcing the time schedule on the floor of the House, observing the procedures mentioned above.

  • The new Office Bearers and Members of the Governing Body shall be deemed to have assumed Office with the announcement of the results of the Election by the Chairman of the General Body Meeting.

  • Every Golfing Member shall be deemed to be not in arrears and entitled to vote, provided he/she had paid ten days before the date fix for the General Body Meeting all the dues he/she owes to the Club till the end of the previous month. If the payment towards dues is made by Cheque it should be encashable 12 days before the date fix for the Election. Only local Cheques shall be accepted.

ILLUSTRATION
If the ANNUAL General Body Meeting is on 29th June, the bill issued in 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 18th of June so that he/ she shall be eligible to vote.

Note: In all the above Rules and Illustration, the day of the Annual General Body Meeting shall be excluded for calculating the number of days.

ELECTION DISPUTES
Any disputes regarding the Election or arising consequent to the Election shall be brought before the Election Committee not later than seven days after the date of Election and the decision of the Election Committee shall be final.

Resolution:
The General Body hereby resolved to approve the Election Rules and extend the term of the present Governing Body from 15.10.2019 till the next AGM to be held during the month June 2020.

GOVERNING BODY MEETING

The Secretary or Vice President shall convene the Governing Body Meeting at appropriate intervals at least once in two Months. If requested to do so by majority of the Members of the Governing Body in writing, the Secretary or Vice president shall convene a Special Governing Body.

A Notice of three days shall ordinarily be given before a Meeting of the Governing Body. The presence of five Governing Body Members at the hour and time appointed for the commencement of the Meeting shall constitute a quorum for a Meeting of the Governing Body. If no such quorum is present, the Meeting shall be adjourned to the next day at the same time and place and the Members present at such adjourned Meeting shall form the quorum for the Meeting.

Each Member of the Governing Body shall have one vote and in case of tie, the Chairman of the Meeting shall , in addition to his own Vote, have a casting Vote.

EXTRA ORDINARY GENERAL BODY MEETING (EGM)

The Governing Body may, whenever it thinks fit, call a special General Body Meeting and shall be bound to do so on receiving a requisition signed by twenty five or more Members of the Club for the time being.

If within half an hour from the time appointed for special General Body Meeting a quorum of Members is not present, the Meeting if convened upon the requisition of the members shall stand dissolved. In any other case, the meeting shall stand adjourned to the same day in the following week at the same time and place.

GOLF ETIQUETTE

  • The president and the Captain of the Club will have right of way at the 1st Tee with his group over players whether entered on the Time Sheet or not.

  • Rules of play including Local Rules etc. shall be published by the Governing Body in the form of a Booklet and the Captain will see to it that they are observed/ followed by the Members.

  • No player shall play on the Course without signing the Starter’s Register.

RULES OF GOLF
The latest Rules for the game of Golf for the time being as prescribed by the Royal & Ancient Club of St. Andrews shall govern Rules of play at the Club, along with the Local Rules in force.

PLAYING RIGHTS OF MEMBERS
Appropriate guidelines in this shall be issued by the Governing Body separately. The Members shall be bound by such guidelines formulated by the Governing Body.

CLUB HOURS
The timings of the Club shall be fixed by the Governing Body, and separate Orders shall be issued from time to time.

CONDUCT OF CLUB EMPLOYEES

The conduct of a Club Employee shall in no instance be made a matter of personal reprimand/action by any Member. All complaints regarding the behaviour and conduct of the Club Employee shall be made in writing to the Secretary or Captain of the Club who shall enquire into the circumstances of the case and take action as may be considered necessary and advise the Member concerned.

Complaint / suggestion Books are provided at various locations of the Club. Members may Register their Complaints / suggestions in the Complaint Books.

MEMBERS DOMESTIC EMPLOYEES ETC. (MDE)

Members Domestic Employees (MDE) such as ayahs, drivers, attendants etc. while they are in the Club premises shall be subject to and obey, the lawful orders given to them by the Captain, Secretary or any Office bearer or authorised officer of the Club and it shall be the duty of the Members to instruct MDE accordingly.

MDE are not permitted in the Club House, Lounges, Annex, Golf Course etc. except on the course, when they are used as caddies by the Member.

ANIMALS
Dogs or other pet animals are not allowed in the premises of the Club and the Course.

MEMBERS’ CHILDREN

Parents and Members who bring their minor children to the Club are responsible at all times for the behaviour of the children while in the Club premises.

Children are not permitted to stray anywhere on the golf course.

VISITORS / GUESTS

  • Visitors / guests may be introduced into the Club premises and Course. The Member shall be responsible for entering his/ her guest (s) together with his / her own name in the Register as follows :

  • In case of those playing Golf, In the Guest Register kept with the starter.

  • In case of those using the other facilities, in the Register kept at the appropriate places;

  • In the case of other Guests, in the Visitors Book kept at the Entrance with the Receptionist.

  • Penalty for breach of Rule will be fixed by the Governing Body from time to time.

GUEST CHARGES
Guest charges will be fixed from time to time by the Governing Body.

CARS & PARKING

Only Members will be allowed to park their cars in the car park. Cars with SAI Trivandrum Golf Club/Sports Authority of India parking stickers will only be permitted inside the Car Park. Car Park Stickers should be changed periodically.

Cars are not allowed to park in the porch on the roadway near the Club House. Members are requested to assist the Governing Body by ensuring that their cars are parked in an orderly fashion between the lines in the parking area.

Breach of these Rules would entail disciplinary action or any other action deemed fit by the Governing Body, as per the provisions in the Bye-law or the standing Orders to be formulated.

The Main Gate of the Club will be closed at 12 Night or prior permission should be obtained from the Secretary.

RULES FOR BOOKING AND USE OF THE CLUB FOR PARTIES

The Club would like to encourage Members to use the Club facilities for parties. The Rules for booking and hosting parties at the club will be issued by the Governing Body.

HEALTH CLUB / GYM

HEALTH CLUB REGULATIONS
Detailed Rules regarding Health Club & its use by Members will be issued by the Governing Body. The Members shall be bound to follow such Rules formulated by the Governing Body.

NO SMOKING AREA

All notified areas in the Club are no smoking areas, as per Rules enforced by the Government.

CARD ROOM

Timings : 12 noon to 10 pm

PAYMENT

Members shall remit the exact amount shown as closing balance in their Monthly Bill within fourteen days of the receipt of Bill. In case the payment is not received up to the due date, the credit signing facilities shall cease and the member will be required to pay this amount immediately. Onus of operating within the limit shall be that of the member.

SURCHARGE FOR NON PAYMENT OF CLUB DUES
In case a Member fails to make the payment of the Club Bills within one month from the receipt of the Club Bill, a surcharge of 2% per Month will be debited.

MEMBERSHIP CARD

It is mandatory for all Members of the Club to produce Membership Card while using any Club facility.

CADDIES & FORE CADDIES

  • Caddies will be available at the Caddy Master’s Desk on first come first served basis and paid directly by the Members as per the recommended fees. They shall not be specifically retained for any particular Member player. Only registered Caddie shall be permitted. Drivers registered as caddies shall be permitted as personal Caddy for the player.

  • Any Member playing with a playing Caddy shall have the same standing on the course as any other Members.

  • Payment due to caddies must, in all cases, be made by the Members/ Guests immediately on completion of a round and they shall not be permitted to loiter in the vicinity of the Club House or Annex awaiting payment.

  • Any complaint against Caddies must be made to the Caddy Master as soon as possible.

SUGGESTIONS AND COMPLAINTS

Suggestions/complaints should be addressed to the Captain or Secretary in writing or entered in a Book which is kept for the purpose at the Reception, Annex, Caddy Master’s Desk etc.

CLUB PROPERTY

Liability
No Member of the Club shall under any circumstances claim damages of any kind from the Club for any reason whatsoever, nor shall he / she proceed legally or otherwise against the Club for the realisation of any claim whatsoever and the decision of the Governing Body shall in all such matters be final. Governing Body Members, Office bearers and Staff of the Club will be fully indemnified against any claims by Members of the public for injury or property damage caused by Golf balls hit outside the boundaries of the Course or any other incident whatever in the Course of Golf being played in the Club.

GOOD BEHAVIOUR
All Members are expected to conduct themselves with utmost restraint and gentlemanly / lady Like behaviour. Any member resorting to foul language or physical violence within the Club premises is liable for Disciplinary action, as per the provisions herein provided or as per the Standing Orders to be formulated whichever is prevailing at the time of such misconduct.

DRESS CODE FOR COURSE AND CLUB HOUSE

DRESS REGULATIONS
Members must change - as far as possible - after Golf prior to using the Main Club House and its facilities. Casual attire is acceptable provided it does not offend the sensibilities of other Members present.

The Dress Code for various Locations are as under :

MEN

  • Blue Denim Jeans are prohibited.

  • T-Shirts with Collars may only be worn

  • Golfers should wear appropriate Golf Shoes/ Flat Sports Shoe.

  • Jogging Suits in any form is strictly prohibited as also T-shirt without collars.

  • Shorts of reasonable length only be worn.

  • Caps if worn must be worn with the peak in front.

LADIES

  • May wear T- Shirts / Blouses

  • Trousers and normal length shorts / skirts.

  • Blue Denim Jeans or Mini shorts, including Cut offs, Jogging shorts, Tights, Track Suits etc. are not allowed.

Main, Dining Room and Party Room

  • Only Blue Denim Jeans and full length Trousers permitted.

  • Ladies to be appropriately dressed.

  • No restrictions on National Dress.

No service shall be provided to Members or their Guests, who do not adhere to the prescribed dress codes as above. If improperly dressed, Members and their Guests will be requested by the Club Authorities to change into proper attire and if this is not followed will have to leave the Club Premises.

F&B Staff will inform Members/ Guests of any violation of Dress Code and / or use of Mobile Telephones and service will not be provided.

SPONSORSHIP OPPORTUNITY AT THE SAI TRIVANDRUM GOLF CLUB
Various Sponsorship opportunities at the SAI Trivandrum Golf Club will be issued by the Governing Body separately including finalisation of the rates.

NOTICES

  • All Notices, Invitations and Annual Report shall normally be sent to the registered email Address as soft copy. Hard Copies if required by Members can be collected from Club Office. Besides, all notices will be posted in the Club premises in such part thereof and in such a manner as the Governing Body may from time to time determine.

  • No Notice of any kind shall be placed in the Club premises except by the authority of the Governing Body or the Secretary or Golf Captain.

DISSOLUTION

  • Any number not less than four - fifths of the Members of the Club may determine that it shall be dissolved...

  • No Societies shall be dissolved unless four-fifths of the Members shall have expressed a wish for dissolution by their Votes...

  • Government Consent required.

  • Assets on dissolution shall be given or transferred to any SAI Institution or Government.

SEAL OF THE CLUB
The Club shall have a common seal which shall remain in the custody of the Secretary / Vice President and used only under the authority of the Club and Governing Body.

CUSTODY OF ORIGINAL AND OTHER DOCUMENTS OF THE CLUB
All original Documents shall be kept in a bank locker with joint access by the President, Treasurer and Secretary.

AMENDMENTS
Any Amendments to the Memorandum or Bye Laws require a resolution by three-fourth majority at a General Body Meeting and approval by the Apex Committee and Commissioner of Income Tax.

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EXHIBITION OF BOOKS
The Bye-laws, Register, Annual Audited Accounts and AGM minutes will be available at the Office for Member inspection.

COPIES OF BYE - LAWS
One printed copy will be provided free to Members. Additional copies will be available for a fee.

Members liable to be sued as strangers
Members who damage or detain property or default on dues may be sued for recovery as per the Rules.

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Members guilty of offences punishable as strangers
Members committing theft, fraud or damage may be prosecuted and punished like any non-Member.

The activities of the society
The society functions under the Travancore Cochin Literary, Scientific and Charitable Societies Registration Act and the MOU with the Government of Kerala and SAI.

MANDATORY CLAUSES FOR INCOME TAX EXEMPTION

  • Investments shall comply with Section 11(5) of Income Tax Act.

  • Society is irrevocable.

  • No amendments shall violate key IT provisions like 2(15), 11, 12, 13, 80G.

  • All income will be used solely for objectives of the Society.

  • Surplus if any will be reinvested into the Society.

DECLARATION

We the several persons, whose Names and Addresses are given at the end of this document, having associated ourselves for the purpose described in the Memorandum of Association do hereby subscribe our names to this Memorandum of Association and set our respective and several hands hereunto and form ourselves into a Society under the provisions of the Travancore Cochin Literary, Scientific and Charitable Societies Act, 1995 (Act XII of 1955) this, the 15th day of October 2014 at Thiruvananthapuram.