1. GENERAL
   1. The Association shall be called ‘Cornwall Ladies County Golf Association’
   2. The Officers are: the President, the Vice-President when in office, the County Captain,  the County Vice-   Captain, the Junior Organiser, the Honorary Secretary, the Competition Secretary and the Honorary Treasurer
   3. The Association’s colours shall be yellow and black
2. MEMBERSHIP OF THE ASSOCIATION
   1. Members of the Association must be female, amateur golfers and must have at least one of the following three qualifications (see Regulation 6(b) of the Women’s County Golf Regulations, England Golf Handbook):
      1. Birth A player is always entitled to play for the county of her birth
      2. Residence A player is always entitled to play for the county in which she is residing with the intention of permanent residence. If a player moves into England from any other country, she must complete 12 months residence before being eligible for Full Membership of that county
      3. Club Membership A player is always entitled to play for the County where she is a playing member of a Club
   2. Membership of the Association will cease when a player is no longer able to meet any of the eligibility criteria in 2 a) above. Members wishing to join another County Association will be unable to do so until the start of the next County Year which commences on the 1^st day of February (Regulation 5(e) of the Women’s County Golf Regulations, England Golf Handbook).
3. MANAGEMENT
   1. The management of the Association shall be vested in a Committee consisting of the Officers plus the County Delegate on the SW Regional Committee and one delegate from each Club which has affiliated to the County Association. The new Committee shall take office from the date of the Annual General Meeting (see 6a)) and will meet three times a year with fifteen members required to form a Quorum. The USGA Team Leader, Handicap Adviser and County Vice-Captain elect shall be invited to attend without voting rights.
   2. In the event of the County Captain or Vice-Captain being unable to act as Chairman at any meeting, the President, or Vice President in her absence, shall act as substitute Chairman for that meeting. If none of those Officers is able to act as Chairman at any meeting, the Committee shall elect a Chairman for that meeting from amongst the Delegates present.
   3. The President shall hold office for two years. During her first year of office she shall nominate a Vice-President to take office forthwith.
   4. The County Captain shall hold office for two years, having held the office of Vice-Captain for the preceding two years. The Vice-Captain shall nominate her successor during her first year of office having previously informed the Officers of her choice. The committee (with a quorum of 20) shall have the power to make temporary adjustments to these arrangements if the need should arise. If adjustments are to last for more than six months, or become permanent, they must be approved and confirmed at an AGM (see rule 3h), or if necessary, an EGM may be called.
   5. A retiring Captain may remain on the Committee ex officio for one year only after she steps down from office.
   6. Each club shall send in writing to the Honorary Secretary before the Annual General Meeting, the names of the delegate chosen to represent its members on the Committee. It is recommended the Club Delegate serve for a minimum of 3 years. If a Delegate is unable to attend any meeting, she or her Club shall arrange a substitute to attend in her place.
   7. The Honorary Secretary, the Competition Secretary, the Honorary Treasurer and the Junior Organiser shall each hold office for a period of three years with a maximum term of office of nine years in total (i.e. no more than three consecutive terms).
   8. The Committee may make byelaws for the management of the Association but such byelaws shall only remain in force until the next Annual General Meeting of the Association when they shall be submitted for ratification.
   9. The Officers may consider and determine any routine matter on which a decision cannot be delayed until the next Committee meeting. Such decisions will be reported to the next meeting of the Committee.
4. ELECTION OF OFFICERS
   1. The election of officers shall take place in the following manner:
      Any two members of the Association shall be at liberty to nominate a member to serve as Junior Organiser, Honorary Secretary, Competition Secretary, or Honorary Treasurer, having previously obtained the consent of such member or members.  The name of each member so nominated, together with the name of the proposer and seconder shall be notified in writing to the Honorary Secretary at least one calendar month before the Committee Meeting preceding the Annual General Meeting and shall be put on the Agenda of the Annual General Meeting.  It is expected that both the proposer and the seconder will be present at the Annual General Meeting.  In case of more than one nomination for any post, election will be made by ballot.
5. JUNIORS
   1. The day to day management of the Junior Section shall be vested in a Junior Committee consisting of the County Captain, the County Vice-Captain, the Honorary Secretary and the Junior Organiser. The Committee may co-opt up to two additional members if it so desires.
   2. The overall responsibility for the Junior Section will lie with the Cornwall Ladies County Golf Association and members of the Junior Committee shall abide by the CLCGA Rules. The Junior Organiser will be responsible for reporting back to the Delegates all matters relevant to Juniors.
6. GENERAL MEETINGS
   1. The Annual General Meeting of the Association shall be held at such time and place as the Committee shall determine. The Minutes of the previous year’s meeting and the Annual Balance sheet shall be prepared and laid before the members at the AGM, copies of which will be available at the AGM.
   2. A proxy vote is available to any member and should be received by the Honorary Secretary no later than 3 days before the AGM.
   3. The Committee may call an Extraordinary General Meeting when any matters of urgent importance shall occur and shall be bound to do so on receiving a letter of requisition signed by thirty members. Any such letter shall state precisely the purpose for which the meeting is to be called and no other business shall be transacted at such an Extraordinary General Meeting.  Fourteen days notice of such a meeting must be given to affiliated clubs and the quorum will be sixty members present.
   4. No rule of the Association shall be altered or repealed and no new rule shall be made save by a majority of the voting members, whether present or by proxy, at the AGM
   5. One calendar month’s notice of any proposed amendment to the Rules shall be given, in writing, to the Honorary Secretary.
7. SUBSCRIPTIONS
   1. There shall be an Annual Subscription of such an amount as shall from time to time be approved by the Annual General Meeting or an Extraordinary General Meeting, payable by Clubs by 31st March in respect of each home member and home junior member eligible to join the Association. The amount payable by each club will be calculated on a per capita basis for every home member irrespective of membership category as at 30th June in the preceding calendar year (Rules of England Golf 2.1).
   2. Clubs become affiliated on payment of a fee, to be decided by the Committee, which entitles them to enter a team for the Western Morning News Cup, the Leagues and Gammon Trophy.
   3.   No Club or member in arrears can compete in any County match or County competition or vote at any County meeting.
8.  COUNTY TEAMS
   1. The teams to represent the County shall be chosen by a Selection Committee which will consist of The President, County Captain, Vice-Captain, plus two people of the Captain’s choice. The Selection Committee will include the Junior Organiser when choosing junior teams.
   2. A player must fulfil the qualifications laid down in Rule 2 a) above
   3. A player is not entitled to the County first team badge until she has played in twelve matches. A player in the second team is not entitled to the County second team badge until she has played in eight matches.
   4. Any player who has played more than 12 matches in Inter County Match Week will be ineligible to play for the second team.
   5. When playing matches for the County, the team shall have their accommodation expenses paid out of the Association’s funds. (moved from Expenses section)
   6. If travelling outside the county, players shall be allowed their 2nd class return railway fare or, if travelling by road, mileage at a rate agreed by the committee. If claiming mileage, players will be expected to share transport with other players.
9. EXPENSES
   As a result of changing times with merger talks and changes in Officers it seems prudent to redefine what expenses are payable by CLCGA. This is not only to avoid any confusion and disappointment, but it is also imperative to keep our expenses in line with what is justifiable to the Association members.

    Under the CLCGA Rules, ‘Officers of the Association using their cars for Association business and the County Delegate on the Southwest Regional Committee shall be eligible to receive their petrol expenses at a rate that shall from time to time be set or amended by the Committee’. Association business that Officers and the County Delegate on the SW Regional Committee may claim mileage for must be relevant to the role the person holds and the purpose of their attendance. Mileage payments will be extended to the Handicap Adviser and the Safeguarding/Welfare Officer who will be paid mileage claims only when their journey is necessary in fulfilment of their roles.

   When expenses are rechargeable this will include round trip mileage and sustenance where appropriate and agreed with Honorary Treasurer in advance. Car parking charges will not be covered as an allowable expense.  

   In an effort to control expenses, car sharing should be maximised as much as possible.

    All expenses shall be submitted via the Expenses Claim Form directly to the Honorary Treasurer as soon as possible and not later than one month after the event and must be accompanied by detailed receipts showing a breakdown of the cost before payment can be authorised. Detailed receipts from venues should also be returned for any payments made via the CLCGA bank debit cards.

   County competitions

   Expenses will be paid to CLCGA Officers who’s attendance is necessary to run the event, this will include the Competition Secretary plus one person to assist with registration/raffle/results (usually the Honorary Treasurer) and one person in the role of figurehead and for the presentation of prizes this will usually be the President or County Captain or the Vice President or Vice Captain.

    All others who attend to out of choice/to assist voluntarily but are not essential to the running of the event, ie. starters/ball spotters/spectators will not be entitled to claim expenses or receive any form of sustenance paid for on the day by CLCGA.

    Any other drinks and/or light refreshments may be offered to volunteers from time to time by prior agreement with the Honorary Treasurer.

   County Championships: as this event is held over four days, hotel accommodation and sustenance will be provided at a cost to CLCGA when the Officers necessary to running the event do not live local to the venue. In addition to this, the Captain and Vice-Captain will receive expenses and sustenance in agreement with the Treasurer as their attendance is deemed necessary in support of the players and the event is a proving ground for the County Teams. Anyone who attends a County event in a voluntary capacity, when not required for the smooth running of the event (as above), will be re-charged for any travel, food and drink or other costs incurred by CLCGA on their behalf.

   County Squad

   CLCGA will cover all necessary accommodation, mileage, and sustenance expenses for the County teams and CLCGA Officers who’s attendance is necessary to run the County first and second team practice days and matches, this will include the County Captain and Vice Captain and the County President (or anyone who is representing them in their absence). Car owners who drive their cars for the use of players may receive their expenses at the agreed mileage rate.

   Due to the distances involved in some matches this will be closely monitored to ensure car sharing is maximised where possible. Anyone else attending to support the teams, be it other Officers or family members of players, will not be entitled to claim expenses or receive any form of refreshment paid for by CLCGA and they should pay for their own costs at the time and directly to the venue. In the event that the CLCGA incur any costs as part of group activities on behalf of anyone in these circumstances then the costs will be recharged to the individual.

    Officers, Delegates and other meetings

    Officers are entitled to charge round trip mileage to attend meetings that are necessary to the smooth running of the CLCGA, i.e.. Officers and Delegates meetings.

   CLCGA will pay for tea and coffee at such meetings.

   CGU/Merger meetings

   Expenses for round trip mileage will be paid to Officers when it is deemed necessary for their role to attend such meetings. These roles will vary from meeting to meeting depending on the topics being discussed.

   England Golf meetings

   England Golf covers all expenses in relation to the attendance of our Voting Member or her Proxy at England Golf meetings therefore no expenses are rechargeable to CLCGA

   Contribution to a Player’s Expenses when qualification enables entry to EG competitions

   CLCGA aim to help and encourage Cornish golfers to participate in the following England Golf competitions at Woodhall Spa, and a contribution may be made towards dinner, bed and breakfast and other costs relating to the participation in such events, including mileage, at the appropriate rate.

   These are:

    Ladies Champion of Champion – County Amateur Champion ,

    Junior Girls Champion-  County Junior Champion and

    Senior Champion of Champions- Senior Ladies Champion.

   The maximum amount payable per claim is £250.00 and is restricted to one claim per player in a single calendar year. All claims must be submitted to the Treasurer on the Expenses claim form and accompanying receipts must be included with the claim.
   At the discretion of the Committee, expenses may be paid to persons accompanying juniors to the above qualifying event.

10. COMPETITIONS
    1. Competitions shall be held at such times and under such conditions as the Committee may determine.
    2. Where a player is a member of more than one club, the club which holds and manages her handicap is her ‘home’ club. In the course of any year, players shall only represent their home club in any county competition. They may change their home club by moving their handicap in accordance with CONGU rules, but in the course of any single season they may only represent one club in county competitions that involve playing as part of a team. This applies within and beyond the county boundaries.
11. RESULTS OF MATCHES
    1. The Club Captain or her deputy must send the results of each League, Gammon and Vice Presidents’ match to the Secretary of the Association, or to the Organiser of the Competition, as soon as possible and certainly within two days of the match.

EVERY AFFILIATED CLUB OF THE ASSOCIATION SHALL HOLD A COPY OF THESE RULES WHICH MUST BE AVAILABLE TO ALL MEMBERS.

Amended and ratified at AGM December 2005

Amended Delegates January 2006 AGM to ratify

Amended Delegates September 2008 – ratified AGM 2008

Amended Delegates June 2009 and ratified at AGM 2009

Amended AGM 2009

Amended EGM Feb 2013

Amended AGM Dec 2013

Amended AGM Dec. 2014

Amended AGM Dec. 2015

Amended AGM Dec 2017

Amended AGM Dec 2020