RAMSBURY & AXFORD GOLF SOCIETY

CONSTITUTION

AN overview of the ramsbury & Axford golf society constitution

The Ramsbury & Axford Golf Society (RAGS) brings together golfers from Ramsbury, Axford and the surrounding areas to enjoy friendly competition, organised golf events and good company.
Our Constitution sets out the principles and rules that guide the Society, including how we manage membership, organise events, maintain handicaps and elect our Committee. It helps ensure the Society is run fairly, transparently and in the best interests of its members.
The Constitution was last updated in January 2025 and is available to download and read in full below.


For a quick overview, use the headings below to navigate the key areas of the Constitution and understand how the Society operates.

Constitution updated 2025 (005)Download

RAGS exists to provide a social golf society for residents of Ramsbury, Axford and the surrounding areas, operating in accordance with the rules of the Royal and Ancient Golf Club of St Andrews (R&A).

We aim to encourage participation in golf through an organised programme of events, friendly competition and opportunities to enjoy the game together.

The Society is managed by a Committee responsible for maintaining the Constitution, organising activities and overseeing the day-to-day running of RAGS.

Committee officers are elected or re-elected at the Annual General Meeting (AGM). These include:

  • Captain and Vice Captain
  • Events Secretary
  • Prize Secretary
  • Treasurer & Membership Secretary
  • Secretary
  • Handicap Secretary
  • Publicity & Website Secretary

The Committee meets as required, with decisions made by majority vote. Additional members may be co-opted where necessary to support the Society.

Membership is open to residents of Ramsbury, Axford and surrounding areas, subject to the Society’s membership arrangements.

Key membership provisions include:

  • Annual subscriptions: Fees are proposed by the Treasurer and approved by a majority vote at the AGM.
  • Membership year: Runs from 1 February to 31 January.
  • Subscription deadline: Annual subscriptions should be paid by the end of February and, in any case, before the first event of the year.
  • Junior membership: Available to those aged 18 or under, or in full-time education up to the age of 25.
  • Life membership: Awarded to members who achieve a hole-in-one at a Society event or make a significant contribution to the Society, as determined by the Committee. Life members are exempt from annual subscriptions.

Membership applications are handled by the Membership Secretary. The Committee reserves the right to close membership when necessary.

RAGS operates its own Society handicap system, administered by the Handicap Secretary.

A playing handicap is established at the first event of the year, using the player’s Handicap Index and the average slope rating of the planned courses. Adjustments may be made following individual competition results, in accordance with the Constitution’s handicapping rules.

Members are responsible for checking their current Society handicap before each competition and ensuring that competition cards are completed correctly.

The full handicapping arrangements, including adjustments for competition winners and runners-up, are detailed in Appendix 1 of the Constitution.

The Society organises golf events throughout the year, with competition rules designed to ensure fair participation and consistent scoring.

Key provisions include:

  • Competition prizes are reserved for current RAGS members.
  • Members may bring guests to the Burj Trophy, subject to the Society’s rules.
  • Where a course limits the number of entrants, places are allocated on a first-come, first-served basis.
  • The Committee prepares the draw for the order of play after the entry deadline, normally five days before an event.
  • Players must use their current Society handicap.
  • Competition cards must be completed, signed and handed to the Committee immediately after the final green. Unsigned cards will be discounted.

Members and guests should also be aware that cancellations within five days of an event may incur costs that cannot be recovered.

All members and guests are expected to uphold the standards of golf etiquette set by the R&A and comply with any additional rules imposed by the host club.

This includes:

  • Meeting the host club’s dress requirements.
  • Repairing pitch marks, replacing divots and raking bunkers.
  • Maintaining a reasonable pace of play and allowing following groups through where appropriate.
  • Treating fellow golfers, host club members and staff with courtesy and respect.

We want every event to be enjoyable, welcoming and conducted in the spirit of good sportsmanship.

The Treasurer is responsible for managing the Society’s finances, collecting annual subscriptions and event fees, and presenting a financial report at the AGM.

The Committee may also propose contributions towards event costs, including green fees and prizes, where appropriate.

The Society holds an Annual General Meeting each year, normally in January. The AGM provides an opportunity to review the previous year, receive reports, elect Committee officers and discuss future courses and events.

An Extraordinary General Meeting (EGM) may be called by the Committee or requested by a petition of 15 members. The Constitution sets out the relevant notice periods and voting arrangements.

Any dispute arising under the Constitution, or not specifically covered by it, is referred to the Committee for a decision.

The Committee may also expel members for unacceptable behaviour, following a fair review process that gives the member an opportunity to respond before a final decision is made.

Changes to the Constitution require majority approval from members voting at an AGM or a specially convened EGM.

Proposed changes must be notified to members at least 24 days before the relevant meeting.

The Society may only be dissolved following an Extraordinary General Meeting called by the Committee with at least 14 days’ notice.

The meeting must be attended by at least 50% of current members, and a majority of those attending must vote in favour of dissolution. Any remaining funds will be donated to a charity selected by the Committee.

Society communications are generally sent by email, with general information also available on the website.

Members’ data is used solely for Society communications and is not shared externally, in accordance with the Constitution.

For membership enquiries or further information, please contact the Society through the details provided on our website.

Constitution updated 2025 (005)Download

Ramsbury & Axford Golf Society Constitution

Updated January 2025

  1. Aims and Objectives of the Society

To provide a social golf society for the residents of Ramsbury, Axford and surrounding areas under the rules of the Royal and Ancient Golf Club of St. Andrews – (R&A).

  • The Committee

2.1 The rules and regulations of the Society, as set down in the Constitution, are drafted and maintained by the Committee.

2.2 The Committee consists of the following Officers who are elected or re-elected at the Annual General Meeting: ­

The Captain – elected to serve a 1 year term and eligible for re-election.

The Vice Captain – elected to serve a 1 year term and eligible for re-election.

The Events Secretary – elected to serve a 3 year term and eligible for re-election.

The Prize Secretary – elected to serve a 3 year term and eligible for re-election.

The Treasurer & Membership Secretary – elected to serve a 3 year term and eligible for re-election.

The Secretary – elected to serve a 3 year term and eligible for re-election.

The Handicap Secretary – elected to serve a 3 year term and eligible for re-election.

The Publicity & Web Site Secretary – elected to serve a 3 year term and eligible for re-election.

Other Members to be co-opted as Committee Members, where deemed necessary by the elected committee.

2.3 Committee Responsibilities:

Captain:

  • Chair AGM and Committee Meetings
  • Assist the Events Secretary in arranging and managing the Society’s events.
  • Ensure event trophy has been returned by previous winner

Vice Captain:

  • Assist and deputizes for the Captain as needed.

Events Secretary: 

  • Arrange and manage the Society’s Events, with the assistance of the Captain & Vice Captain for the current year.

Prize Secretary:

  • Ensure prizes are organised for each event.

Treasurer & Membership Secretary

  • Manage Society’s finances and provide a financial report at the AGM
  • Collect annual subscriptions from members
  • Propose, as necessary, Society contributions to events to offset green fees or provide prizes.
  • Collect fees from members for each event
  • Process applications to join the society and to maintain the current membership data base.

Secretary:

  • Send out general communications to the members as required.  
  • Write up the minutes of the AGM and Committee meetings.

Handicap Secretary:  

  • Maintain Society’s handicap system
  • Keep record of Members’ event scores, and event winners.
  • Adjust handicaps to reflect event results
  • On event day ensure that cards are completed correctly and reflect the current society handicap for the member.

The Publicity & Web Site Secretary: 

  • Keep website up to date
  • Handle Society publicity to encourage new membership.

Other Committee Members:

  • Provide support as required to ensure the smooth running of the Society

2.4 The Committee shall meet as needed and decisions will be taken on a majority basis.  

  • Membership

3.1 Each Member shall pay an annual subscription fee, which will be proposed by the Treasurer and approved by majority vote at the AGM.

3.2 The Membership year for the Society will be 1st February through to 31st January.

3.3 Annual subscription should be paid by end of February but, in any case, no later than the first event of the year.  After this membership automatically lapses.

3.4 Junior membership is defined as being 18 years of age or under, or in full time education, up to a maximum age of 25.

3.5 Life Members are those who have scored a hole in one in any Society event or have made a very significant contribution to the society as determined by the Committee. They are exempt from paying the annual subscription.

3.6 Ramsbury & Axford Golf Society makes no provision for the Insurance of Members and Guests for Personal Liability or Damage to third party Property while playing in RAGS Events.

It is recommended that all Playing Members and their Guests have appropriate insurance in place, to cover items such as personal liability and accidental damage to third party property, to play in RAGS sponsored Events.

3.7 To apply for membership an applicant must supply the following information on the RAGS Membership Application form:­

  • Payment covering the relevant membership level.
  • Full name, e-mail address, contact telephone and/or, mobile numbers.
  • Confirmation of personal liability and accidental damage to a third party property.  (See 3.6. Membership)    If you are a member of a Golf club, please state your home club, type of membership and your current handicap.

 A Membership Application form is available via e-mail from the Membership Secretary.

3.8 The Committee reserves the right to close the membership at any time.

3.9 Members and their Guests applying to play on Society days will be responsible for any incurred costs that cannot be recovered, should they cancel within five days of the event.

  • Handicapping System

4.1 The handicap system will be maintained by the Handicap Secretary using the rules as laid out in this document. ( See Appendix 1)

4.2 The maximum handicap index for men will be 28, and for ladies will be 36.

  • Competition Rules

Competition rules are set out as follows:

  • The Events Prizes are limited to current RAGS Members.
  • RAGS Members are welcome to bring Guests to the Burj Trophy.
  • It is responsibility of the Member to ensure their Guests have the appropriate insurance in place.
  • Should there be a limit on the number of entrants that a golf course will allow, participation will be on the basis of ‘first come/first serve’.
  • After the cut-off date (5 days before the Event) for the submission of entry forms, the Committee will make the necessary draw for the order of play.
  • In all Events, players must use their Society handicap. It is the responsibility of each player to check what it is prior to the competition starting.
  • Fixtures/events cards must be marked (not own card) and signed by each player (or team), or each player and marker (for individual events) immediately on leaving the final green and then handed in to the Committee. Unsigned competition cards will be discounted. 
  • Etiquette
  • All Members (and any guests) must comply with the rules of etiquette as defined by the R&A, including any special host club rules..
  • Standards of dress should meet the requirements of the host club. E.g. smart casual golf wear and correct golf shoes whilst on the course.
  • Particular attention should be paid to repairing pitch marks on the greens, replacing divots and raking over bunkers after use.
  • Speed of play is important so that those following are not unduly impacted.
  • Following groups should be called through where applicable.
  • All Members should behave in a courteous and convivial manner to other Society Members, as well as to all Members and Staff at host clubs.
  • Disputes

Any dispute arising out of, or not covered by the Constitution, shall be referred to the Committee, whose decision will be final. 

  • Changes to the Constitution

Changes to the Constitution can only be made after a majority of Members have voted in favour of a change, which must be presented either at the AGM, or at a specially convened Extraordinary General Meeting (EGM). Any proposed change(s) should be notified to Members at least 24 days in advance of such a meeting. 

  • Disciplinary

The Committee may expel members for unacceptable behaviour following a fair review process. Members will have a chance to respond before any final decision.

  1. Dissolution

The Society may only be dissolved once an Emergency General Meeting has been called by the committee with at least 14 days’ notice. The meeting must be attended by 50% of the current members and a majority of those attending voting in favour of dissolution    Any remaining funds will be donated to charity as determined by the Committee.

  1. Communication and Data Protection

Members’ data is used solely for Society communications and is not shared externally.

Society communications are by email with general information on the Society website:-

Home
  1. Extraordinary General Meeting – EGM
  2. An EGM may be called by the Committee or upon petition by 15 members.
  3. 14 days will be given of such meeting
  4. Any vote taken will by majority vote with the Chairman having a casting vote.
  1. Annual General Meeting – AGM 
  2. The AGM will be held each year, normally in January.
  3. Chairperson- Captain
  4. For draft agenda see Appendix 2

l

Appendix 1 – Details of Handicapping System  

Taking the planned events for the year the Average Slope Rating is calculated. 

A Handicap Index is recorded at the 1st event of the year for each player.

Using the Average Slope Rating and the player’s Handicap Index  a playing handicap is calculated for the year. This remains unchanged  unless it is adjusted as set out below.

If a player wins, comes 2nd or 3rd in an individual competition then handicaps are adjusted as follows:

Win – 3 shots

2nd   – 2 shots

3rd  – 1 shot

These adjustments remain in place for individual competitions until after the same event is played the following year.

The adjustments do not apply to team competitions or the RAGS Knockout.

Should only 5 players compete in a competition then only the 1st and 2nd prize winners are adjusted:

Win – 2

2nd – 1

Should only 4 players compete then only 1st place is adjusted:

Win – 1

Note: This appendix may be modified by the Committee, if required by circumstances.

Appendix 2 – Draft Agenda for Annual General Meeting

Apologies

Approval of previous AGM minutes and matters arising

Captain’s Report

Treasurer’s report

Handicap report

Events report

Election of Committee

Discussion and identification of potential courses to visit in future

Any Other Business