Constitution

Constitution

The Aberdeenshire Ladies’ County Golf Association (Founded 1911)
(1)	Constitution and Rules
(2)	Rules for Competitions
Constitution					Revised February 2024 (to reflect housekeeping changes as approved by the AGM held on 4 December 2021)
1	Name The name of the Association shall be “The Aberdeenshire Ladies’ County Golf Association” (hereafter referred to as “The Association” or “ALCGA”).
2	Membership Membership is open to all ladies and girls of handicap index 32.0 and under who
	(a)		were born in the county, or
	(b)		are resident in the county, or
	(c)		are members of a club which is affiliated to Scottish Golf Limited (SGL) and situated in the County, as determined by SGL.
	(The handicap limit does not apply to existing members or to those whose handicap index exceeds 32.0 subsequent to becoming members.)
	Honorary Membership A Lady who, over the years, has made an outstanding contribution to the Association may be eligible for Honorary Membership. The name of any such Lady shall first be considered by the Management Committee who may recommend it to the Committee of Club Representatives and, if accepted by them, shall be put up as a motion to the Annual General Meeting (AGM).
3	Office Bearers The Office Bearers shall be the President, Captain, Vice-Captain, Honorary Administrative Secretary, Honorary Competition Secretary and Honorary Treasurer. The President shall be appointed at the AGM and shall hold office for two years. The Captain and Vice-Captain shall be elected to serve for two years. Other Office Bearers shall be appointed annually at the AGM. Nominations for the offices of Captain and Vice-Captain shall be submitted, in writing, to the Honorary Administrative Secretary at least twenty-eight days prior to the AGM.
4	Club Representatives Club representatives shall be appointed by the Association members of their respective clubs.
5	Management Committee The Management Committee shall consist of the Captain, Vice-Captain and three Committee members. The three Committee members shall be elected annually from the club representatives and shall serve for not more than two years. They will not be eligible for re-election until after the space of one year, except as Office Bearers. The Management Committee and Club Representatives shall meet at least once a year. If any vacancy occurs on the Management Committee during the year, the Management Committee shall have the authority to co-opt a replacement. During their term of Office, the Management Committee shall have full power to conduct the ordinary business of the Association. The Management Committee will be responsible for appointing the ALCGA Safeguarding Officer, normally the Vice Captain.
6	Scottish Golf Limited The Association shall be affiliated to SGL and conform to their regulations on County Golf. The Association will be represented where required (e.g. on the Standing Committee for County Golf) by the Captain or a nominated representative.
7	Entrance Fee and Subscriptions The Entrance Fee and Annual Subscription shall be determined by the Management Committee and submitted for approval at the AGM. A motion dealing with the Entrance Fee and the Annual Subscription shall be adopted by a majority of the Members present and voting. Juniors (under the age of 18 on 1st January of the qualifying year) may join the Association on providing the required details to the Honorary Treasurer.  No payment of an Entrance Fee or nominal Annual Subscription is required during the period of junior membership, with the normal Entrance Fee/Annual Subscription only becoming payable when the individual ceases to meet the junior membership criteria.  A junior whose handicap exceeds the joining criteria may join the Association in order to participate in junior competitions only until such time as the requisite handicap has been obtained to permit full playing rights. Subscriptions shall be paid not later than the second Open Meeting in each year.
8	Annual General Meeting The financial year of the Association shall end on the thirtieth day of September in each year and the AGM shall be held before the thirty first day of December in each year. The Notice of Meeting, Agenda and Accounts shall be circulated to members at least seven days prior to the AGM. Thirty members shall form a quorum.
9	Extraordinary General Meetings Extraordinary General Meetings (EGM) of the Association may be called at any time by the Captain and Honorary Administrative Secretary, or by a requisition to the Honorary Administrative Secretary signed by no fewer than twelve members, stating the business to be done. The Honorary Administrative Secretary shall call an EGM within twenty-one days of receipt of the requisition and no business other than that stated shall be laid before the meeting. Thirty members shall form a quorum.
10	Rules for Competitions The Association shall issue Rules for Competitions held under the auspices of the Association and a copy of these rules shall be available online.
11	Additions or Alterations to the Constitution and Rules for Competitions No addition or alteration to the Constitution or any Rules for Competitions (other than housekeeping changes, as approved by the AGM held on 4 December 2021) shall be made except at the AGM or at an EGM convened for that purpose. Any proposed addition or alteration must be submitted in writing to the Honorary Administrative Secretary at least twenty eight days prior to the meeting and notice of the motion shall be circulated to members at least seven days prior to the meeting. To be adopted a motion dealing with any such addition or alteration requires a majority of two-thirds of the members present and voting except for changes in the Entrance Fee and Annual Subscription where a majority of members present and voting shall be sufficient.
12	Disputes Disputes must be referred to the Management Committee whose decision shall be final.
	The County Team
	The County Team shall be chosen from members of the Association. The Captain, Vice-Captain and one member of the Association, invited by the Captain, shall select the team. Officials and players in County matches, including the finals, shall have their expenses paid by the Association. The four areas which form the Northern Division in Scottish County Golf are – Aberdeenshire, Angus, Northern Counties, Perth and Kinross. These Counties compete annually in match play. The winner holds the Gibb Trophy for one year and qualifies to play in the Scottish County Finals against the winners from the East, South and West Divisions.
	Annual Competitions Held under the Auspices of the Association General Rules for the Competition
	1.	The rules of the game shall be those published by The R&A.
	2.	Two members of the Management Committee shall have the sole right, under consultation with the Greenkeeper, to decide when a course is unplayable due to weather conditions. In Open meetings the Committee of the host club shall have this right.
	3.	A draw shall be made for playing partners and competitors shall be notified of starting times through the ALCGA website.
	4.	The organising committee of any event will be responsible for interpreting rules and settling any disputes.
	5.	It is the player’s responsibility to know and apply the Handicapping Regulations and to play off the correct handicap at all times. She should be able to produce proof of current Handicap Index if required to do so.
	6.	Ties will be decided on the last 9, 6, 3, 1 or 12 holes.
	7.	Competitors withdrawing from competitions after the closing date must pay their entry fee (including green fee and competition entry fee where applicable).
	8.	The Management Committee shall have the right to fix the entry fee for the competitions.
		The Aberdeenshire Ladies’ County Championship
	1.	The Aberdeenshire Ladies’ County Championship shall only be open to members of the Association.
	2.	The Championship shall consist of one qualifying round which may, at the discretion of the Management Committee, be limited to 30 players. Wherever possible players shall be drawn in the following handicap groups (up to 12, 13 – 20, 21 and above).
	3.	There shall be 16 scratch qualifiers and 8 handicap qualifiers. The 16 competitors returning the lowest gross scores shall qualify for the scratch match-play. The 8 competitors returning the best nett scores, excluding those qualifying for the scratch match-play, shall qualify for the handicap match-play. All ties shall be decided on a card countback over the final 9, 6, 3, 1 or 12 holes. Should there be fewer than 24 competitors returning scores, the qualifiers shall be:
				16 or fewer competitors – 8 scratch match-play only Between 16 and 19 competitors – 16 scratch match-play only Between 20 and 23 competitors – 16 scratch match-play and 4 handicap match-play.
	4.	The draw for the match-play stages will be according to the automatic draw as recommended by The R&A.
	5.	Each match, including the finals, shall be played over 18 holes. Handicap allowance in the handicap matches will be the full difference between the players. In the event of a halved match the competitors shall continue play until one or other shall have gained a hole when the match shall be considered won, strokes to be taken as before.
	6.	The Championship shall be played early in the season and whenever possible over one weekend.   Championship Trophies Mrs F K Smith Trophy The scratch winner E M Cradock Trophy The scratch runner up Miss C Lyon Trophies The scratch semi-finalists The Members’ Trophy The leading scratch qualifier The Fiona Hay Salver The handicap winner The Marta Moody Trophy The handicap runner up
	The Lyon Inter-Club Foursomes
	1.	The Lyon Inter-Club Foursomes competition shall be played annually on a course selected by the Management Committee. The arrangements for the Competition shall be made by the Management Committee, assisted by a member from the host club.
	2.	Subject to the following paragraphs, each club shall be entitled to enter two teams, each consisting of two couples, who must be members of the club concerned and of the Association.
	3.	The competition shall be open to all members of the Association.
	4.	A maximum of 16 teams shall compete. The draw for the first round will be seeded with there being four seeded teams. The four teams with the lowest aggregate of handicaps will be drawn by ballot to fill the seeded places of an automatic draw (refer to The R&A Guidance, which at February 2024 was contained within section 5 “Committee Procedures”). Ties in aggregates of handicap will be resolved by ballot.  The remaining teams will complete the draw, being drawn by ballot.
	5.	If more than the maximum of 16 teams are entered, the 16 teams with the lowest aggregate index (as at closing date) will play; any tie will be resolved by second teams out first and if still a tie then by ballot.
	6.	If fewer than 16 teams enter, all second teams shall play in the first round plus enough first teams to give 8 teams for the second round. For guidance on which teams get byes into the second round, refer to the ALCGA guidance.
	7.	The Competition shall consist of match play double foursomes, one against another as determined by the draw. Each pairing shall play one round against their opponents. The team having holes to their credit on the combined results of the two matches shall be entitled to proceed to the next round. If, before the completion of 18 holes, it becomes clear that a result has been achieved, the remaining holes need not be played. In the event of a tie in any round, each pairing shall continue until the result in both matches at any hole shows one team to have won.
	8.	Before the commencement of each round, each Club shall give to the member of the Management Committee responsible for running the competition, in writing, the pairings and order of couples in each team. After the first round an original player may be replaced only in the event of illness or injury in which case the replacement player must have a handicap equal to or higher than that of the player replaced. This restriction does not apply to a player from the second team who may be moved into the first team.
	9.	The Lyon Inter-Club Foursomes Trophy will be held for one year by the winning team. Each member of the winning team shall be presented with a brooch (only presented the first time they are a member of a winning team).  The Godsman Quaich will be held for one year by the team who are runners up.
	Watt Duffus Trophy Competition
	1.	The Watt Duffus Trophy Competition shall be played annually on a course selected by the Management Committee. The arrangements for the competition shall be made by the Management Committee assisted by a representative from the host club.
	2.	Each club shall be entitled to enter two teams of three or four players, all of whom must be members of the club concerned and of the Association. The three best scratch scores and the three best handicap scores will count for the team trophies. When a replacement player is required, a player may be moved from the second team into the first team.
	3.	A draw shall be made for partners in handicap groups as follows: up to 12, 13-20, in twos or threes as appropriate.
	4.	The competitors shall play one medal round.
	5.	No team or individual may win both Scratch and Handicap Trophies. Scratch takes precedence over handicap.
	6.	In the event of a tie in the team trophies, the winner will be decided, as in individual ties, by virtue of the last 9, 6, 3, 1 or 12 holes (the best three scores only counting).
	7.	In the event of entries becoming too many for the available tee time, teams will be eliminated in the order of second teams out first, with the team with the highest average Handicap Index (at the closing date) being the first to be eliminated; any ties will be resolved by ballot.  In the event of there being more first teams than available tee time the same method will be used to reduce the number of teams as required.
	8.	The trophies shall be awarded as follows:
		The Watt Duffus Trophy to the team having the best aggregate of three scratch scores The Handicap Trophy to the team having the best aggregate of three nett scores The Kennaway Cup to the player having the best scratch score The Individual Handicap Trophy to the player having the best nett score
		Commonwealth Spoons Competition
	1.	A competition shall be held annually on a course selected by the Management Committee to determine qualifiers for the National Finals of the Commonwealth Spoons. The Commonwealth Spoons were donated by the Australian LGU in aid of the International Match Fund to which all entry money is sent.
	2.	The competition shall be organised by the Management Committee assisted by a representative of the host club. The competition shall take the form of medal foursomes on handicap, with competitors choosing their own partners. All competitors must be members of the Association.
	3.	A draw shall be made for starting times.
	4.	In the event of one of a partnership having to withdraw, the remaining player shall have the right to choose another partner.
	5.	Late entries may be accepted at the discretion of the Management Committee.
	6.	One couple for every ten couples entered qualifies for the finals. A balance of five or more counting as ten.
	Golf View League
	1.		The interclub matches will be played in divisions with the Management Committee determining the number of divisions dependent on number of teams entered.
	2.		Positioning in divisions will be determined by the previous year’s Golf View League result.
	3.		Clubs will play home and away matches on alternate years. Home and away matches will be redrawn at the start of every even year, these being reversed the following year. Teams relegated and promoted at the start of an odd year will assume the home and away fixtures of the other.
	4.		Players are required to be members of Aberdeenshire Ladies’ County Golf Association and no player shall represent more than one Club in any one run of the competition.
	5.		Both clubs are responsible for arranging dates and the home team, the first mentioned club in the draw, must offer at least three dates to the opposition. A mixture of evening and weekend dates should be made available.
	6.		Once matches have been arranged, all dates should be sent to the nominated ALCGA office bearer or her nominee.
	7.		Once a date has been set it should not be rearranged unless the course is unplayable, unavailable due to circumstances outwith team’s control or inclement conditions exist in which case a rearranged date should be agreed by the team captains that day and notification sent immediately to the relevant Secretary or her nominee.
	8.		Each match will consist of four singles, 2 playing off scratch and 2 playing off full difference in course handicap. Maximum handicap index is 23.0 (players of higher handicap may play in the league but will have to play off a handicap index of 23.0 for the match).
	9.		A result sheet will be provided to record each player’s results. The home club is responsible for sending the results sheet, counter signed by a member of the away team, to the relevant Secretary or her nominee. Team Captains should keep a record of all their results. A team will be awarded 2 match points for an overall win, 1 match point for a draw, 0 match points for a loss.
	10.		If, after calculating match points, a tie occurs either for a trophy, promotion or relegation, game points (including half matches) will count. If at this stage there is still a tie then the team with the highest number of game wins (excluding half matches) shall win. If still a tie it shall be resolved by averaging the number of holes played for winning matches (excluding conceded matches) and the team with the lowest average shall be the winner. In the event of further equality the tied teams will enter into a play off on a home and away basis following conditions in rule 8 above. If still tied after the play off, then one nominated player from each team will play sudden death on a scratch basis immediately following the second match.
	11.		Before play, team captains should exchange their team card. Players must play in handicap index order.
	12.		The visiting team shall have the honour on the first tee.
	13.		If a club cannot raise a full team, the match should go ahead with the players available. The remaining players should be entered in handicap index order and the last game is conceded. A team may only concede a maximum of 2 games in a match. In the event of a team having to concede a full match and if the outcome of the league is already decided, a concession may be allowed at the discretion of the ALCGA Management Committee. If the outcome of the league is not already decided, the conceding team will have all results from their previous matches voided and they will be relegated.
	14.		Normal ALCGA conditions of competition apply.
	15.		Any points in dispute shall be referred to the Management Committee and their decision shall be final.
			Sheena Wood Rosebowl
	1.		The competition format will be Handicap Knockout Matchplay. The qualifiers for the competition will be the 8 players with the best 4 nett scores (in relation to the Course Rating + PCC) in County Opens from the preceding season.
	2.		The “play by” dates for each round will be determined by the Management Committee. The Management Committee will be responsible for making the draw for each round. Players will be notified by email.
	3.		The players are responsible for organising the knockout rounds up to the final. The first named player, who will have home advantage, can choose which course the match is to be played on and has responsibility for contacting the opposition to arrange the tie. Three dates including a weekend day must be offered within the prescribed time limit for each round. If the first named player does not make contact within a week of the closing date of the previous round, home advantage (and the associated responsibility for arranging the match) passes to the second named player. Once a date has been set, the match should not be rearranged unless the course is unplayable or there are exceptional circumstances.
	4.		The home player is permitted to concede home advantage to allow the match to be played within the time limit. It is hoped that courtesy of the course can be granted to the visiting player. If not, any green fee payable should be split equally between the two players involved in the match.
	5.		The visiting player shall have the honour on the first tee.
	6.		The handicap allowance for each match shall be the full difference in Course Handicaps. If a match is tied after 18 holes, play continues on a hole by hole play-off basis until a hole is won, strokes to be taken as before.
	7.		The winning player is responsible for notifying the result to the nominated ALCGA office bearer (normally the Vice Captain) as soon as possible after the match has been played.
	8.		The nominated ALCGA office bearer, (normally the Vice Captain), will contact the finalists to arrange a mutually suitable date for the Final. The Final shall be played on a neutral course selected by the Management Committee.
	9.		Normal ALCGA conditions of competition apply.
	10.		Any points of dispute shall be referred to the ALCGA Management Committee and their decision will be final.
	County Open Meetings
	1.	The County Open meetings will be played during the season on courses within the Association area. The County Open meetings shall be open to all members of the Association and shall consist of one medal round. Division A will be for players with handicap index up to and including 20.4 and Division B will be for players with handicap 20.5 and upwards.
	2.	A member of a recognised Golf Club with a handicap index of 25.0 or less and not a member of the Association may compete but shall not be eligible to receive County trophies. Association members shall have priority over non-members if tee time is limited.
	3.	The meetings shall be organised by the host club according to the rules of the Association.
	4.	A maximum of 12 meetings will be held. If more than 12 clubs wish to hold an Open Meeting a rota system will be used to keep the number of clubs to 12. This will enable new clubs to be included in the Open Meeting circuit.
	5.	If there are more entries than can be accommodated in the tee time, numbers shall be reduced by eliminating players with the highest handicaps. If this occurs, scores from this Open meeting will not be used for calculating winners of the trophies.
	6.	As noted in item 7 of the General Rules of the Competition above, competitors withdrawing from County Open Meetings after the closing date (including late entries) must pay their entry fee (including green fee and competition entry fee where applicable).
	7.	One fifth (20%) of entry monies shall be paid to the Association.
	8.	A draw for playing partners (in pairs or threes) shall be made in handicap index groups as follows: Division A up to 12.4, 12.5-20.4. Division B 20.5-25.4, 25.5 upwards. Late entries can be accepted if cancellation times are available or if tee times permit.
	9.	Scratch prizes take precedence over handicap prizes. Prizes should be given in the ratio of 1 for every 7 entries.
	10.	A club may opt for one of the following alternatives if in previous years they have not had enough tee time for entries.
		Either				(1)	two dates per annum, one for Division A (handicap index up to 20.4) and one for Division B (handicap index 20.5 upwards)
		Or				(2)	a Division A (handicap index up to 20.4) meeting one year and a Division B (handicap index 20.5 upwards) meeting the next year.
		Clubs intending to use one of these alternatives must advise the Honorary Administrative Secretary by the time of the AGM.
		Trophies for County Open Meetings
		The Lyon Trophy to the player in Division A (handicap index up to 20.4) with the lowest aggregate of three scratch scores. The Miss K M Cochrane Cup to the player in Division A (handicap index up to 20.4) with the lowest aggregate of three nett scores. The Mrs M L Kilgour Cup to the player in Division B (handicap index 20.5 upwards) with the lowest aggregate of three scratch scores. The Mrs B B Mellis Cup to the player in the Division B (handicap index 20.5 upwards) with the lowest aggregate of three nett scores.
		The Mrs D T Bruce Trophy to the player returning the lowest scratch score in any Open meeting.
		Joan Rennie Salver (Division A) and President’s Prize to the player in Division A with the lowest nett score (in relation to the Course Rating + PCC).
		Joan Rennie Salver (Division B) and President’s Prize to the player in Division B with the lowest nett score (in relation to the Course Rating + PCC).
		Junior Golf The Management Committee shall appoint a member of the Association to be Junior Secretary responsible for all aspects of Junior Golf within the County. She will liaise with the relevant officials of the SGL and be responsible for all training activities within the County. To engage in any County Golf activity, a junior girl must be a member of the Association. Junior Trophies Awarded annually to golfers in the County under the age of 18 on 1st January of the qualifying year.   Farquharson Quaich To the scratch winner of the junior championship Styropack Salver To the handicap winner of the junior championship Stella Bruce Trophy Best scratch score in a junior county medal Fyfe Trophy Most improved young golfer Bey Trophy Most improved younger golfer Grant Cup To the winner of the Junior Stableford competition MacRobert Thistle Cup To the winner of the Junior Medal competition