1. Aims and Mission of Porchester Golf Society

Porchester Golf Society (“PGS”) was established in 1999 to give members a forum for playing organised, competitive golf at challenging venues on a regular basis.

Our mission is straightforward: members should play well, keep improving their golf both on and off the course, and above all enjoy themselves. We are keen to promote enjoyment of the game while always respecting its spirit.

Membership is open to all, regardless of race, religion, sex, or politics. What matters, for both new and continuing members, is that an individual upholds the ethos of the society and shows respect for standard golf etiquette.

The society welcomes members of varying ability, but the committee reserves the right to decline membership where an individual’s handicap exceeds 28. To help maintain the standard of play, the maximum handicap permitted in competition is 24.

The society follows the Rules of Golf as laid down by the Royal & Ancient Golf Club of St Andrews, together with any additional rules set by the society itself. Where the two conflict, the society’s own rules take precedence.

2. Organisational Structure and Authority of Committee

PGS is governed by an elected committee, currently four members strong: two joint secretaries, a handicap secretary, and a treasurer. Officers are appointed annually and may stand for re-election at the Annual General Meeting, held in October or November after the season ends.

Once elected, the committee has the authority to make operational decisions about running the society (see Appendix 1, which sets out each officer’s role and the operational matters within their remit).

Each committee member has one vote, and a majority is needed to carry a decision. If a vote is tied, the committee collectively agrees on a “temporary” fifth member drawn from the general membership — this selection must be unanimous among the committee — and that temporary member casts the deciding vote.

If the committee cannot agree on a temporary member, or cannot otherwise resolve a matter among themselves, they must call an Extraordinary General Meeting (EGM), giving at least 14 days’ notice. Members must be told, at the time the meeting is called, what the purpose of the meeting is and what they will be asked to vote on.

Decisions on non-operational matters prior to an AGM

During the year, the committee may introduce emergency rulings on non-operational matters, provided they secure a majority vote among themselves. Any such new ruling is communicated to the society by email, or in exceptional cases by fax. These non-operational rulings must then be ratified at the AGM for them to be adopted for the forthcoming year.

Disagreement with the Committee during the year

Any member who disagrees with a ruling may call an EGM, provided they first secure the support of ten other members who also oppose the ruling.

Having called an EGM, the member must notify the society in writing of their opposition, so the wider membership understands their position clearly.

An EGM requires a minimum of 60% of the active membership to attend (at least five of whom must have voted for the EGM to be called), along with at least two officers. At the meeting, one of the joint secretaries will present the committee’s rationale for the ruling, after which the opposing member presents their case. The matter is then decided by a show-of-hands vote, with the majority carrying the decision.

3. Membership

New members of varying ability are the lifeblood of a lasting society, so we are keen to attract them. At the same time, it is essential that new members respect both the ethos of PGS and the manner in which we conduct ourselves.

Any new member must therefore be proposed and seconded to the committee, in writing, with the proposer explaining why they are proposing the new member and commenting on their golfing ability and etiquette.

The committee will then ask the proposee to play two rounds of golf as a guest, both within the same season, with varying groups, and will seek feedback on golfing ability and etiquette from the captains they played with.

Membership is granted or declined based on this feedback. All members, once admitted, are bound by the society’s rules.

When assessing membership, the committee will ask captains to comment specifically on:

• Speed of play
• Knowledge of the basic rules of golf
• Recognition and adherence to acceptable behaviour and etiquette

The committee will not withhold membership on grounds of golfing ability alone, unless it can be shown that the proposee’s handicap exceeds 28.

4. Financial Matters

PGS is a non-profit organisation, and any retained income exists solely for the benefit of members. Once the committee has approved a new member, they will pay a non-refundable £100 joining fee, recorded in the financial statements as ‘Paid Up Members’ Funds’. Any difference between the member rate and the guest rate for the two qualifying events described under Membership will be refunded to the new member on joining.

Membership fees for the forthcoming year are payable by all members who wish to retain membership privileges for that year. Anyone who fails to pay by the due date will be treated as a guest for the season.

The committee will notify the society, ahead of the AGM, of both the proposed membership fee and its due date.

Should the society ever dissolve, all Members’ Funds, as recorded in the financial statements at the time of dissolution, will be distributed among the existing members.

The society’s financial statements distinguish members’ funds into two categories:

• Retained Income Fund (RIF)
• Paid Up Members’ Fund (PUMF)

The Retained Income Fund is distributed to existing members in proportion to how many events each member has played throughout their membership. The formula: RIF is divided by the total number of events played by all existing members, giving a value we’ll call ‘X’. Each member’s share of the RIF is then their total events played multiplied by X.

The PUMF is distributed equally among existing members. Any retained losses reduce the PUMF before it is distributed equally.

5. Membership Termination

All monies owed to the society (including fines, dues, and fees) must be paid on or before registration for the relevant event, or the member forfeits their right to play. If payment is not received within 14 days after the event, membership will be deemed terminated.

If a member leaves the society, or has their membership terminated, their share of the Paid Up Members’ Fund is capitalised as income. For the avoidance of doubt, such a member is not entitled to any share of the Retained Income Fund.

If membership fees are not paid by the due date, membership is suspended for the whole of that season, during which the member may only play as a guest. If the same member then also fails to pay for the following season — two seasons running — their membership is terminated immediately thereafter.

Failure to abide by the society’s rules is sufficient grounds to begin the process of terminating membership.

To terminate membership, the committee must first notify the member in writing of its intention to do so. If the member fails to satisfy the committee that they will change their conduct, the committee may proceed with termination. Once that decision is taken, the committee must notify the general membership of its intention. Any member may raise an objection within 7 days; if none is raised, termination takes effect at the end of that period. Should a member object, the procedure set out above under “Disagreement with the Committee during the year” applies.

6. Role of Officers

The committee’s four officers each hold distinct responsibilities, summarised below.

7. Monthly Events and AGM

The society’s season consists of six monthly events, normally played on the first Saturday of each month from April to September inclusive. In addition, the society holds a seasonal Matchplay competition.

The society convenes its AGM during October or November.

8. Golfer of the Year

The Golfer of the Year (GOY) is the player with the highest total points over the year. A minimum of five events must be played to qualify; players who play more than five will have only their best five points finishes count toward the award.

If two or more players finish level on points, the player with the most first-place finishes across the season’s events is declared the winner. If that is also level, it is decided by second-place finishes, and so on.

Where two or more players tie for the same winning score within a single event, the tie is broken first by the higher Stableford score over the last 9 holes, then the last 6, then the last 3. If still level, it comes down to points scored on the 18th hole, then the 17th, and so on.

Points Table — Position Finished & Points Gained