The name of the organisation shall be University of St Andrews Polo Club, hereinafter referred to as the 'University of St Andrews Polo Club'.

The club is established to pursue the following objectives:

1. Participation in the sport of Polo, hereinafter referred to as the 'sport'.
2. The organisation, management and development of Polo, for all members of the Club.
3. Membership of appropriate leagues/championships for the purpose of establishing regular competitive play for the club's representative teams
4. The organisation of training and playing facilities for its members.
5. Promoting and maintaining the highest standards of technical competence and safety in the sport.
6. Upholding the rules of the sport.
7. Providing equal opportunities for successful participation by all students
8. The promotion of the sport.

The Club shall be affiliated to the University of St Andrews Athletic Union.

All members are subject to the Constitution of the Club and the regulations of the National Governing Body.

1. Membership of the club is open to all individuals provided they comply with this Constitution.
2. No person shall be refused membership on the grounds of race, colour, creed, religion, sex, sexual preference, impairment or disability.
3. All applications for membership shall be accompanied by the appropriate annual membership fee, which shall thereafter be payable on demand.
4. Each fully paid up member shall be entitled to attend and vote at General or Annual General Meetings.
5. Fully paid up members may be elected and serve on the Management Committee.

1. The management committee shall be entitled to:
   1. Refuse any application for membership on the grounds that such membership would be prejudicial to the objectives of the club as set out in Rule 2 of this constitution.
   2. For good and sufficient reason to refuse renewal of any existing membership or terminate or suspend any membership provided that the member concerned shall have the right to be heard by the full management committee before a final decision is made.
2. The member may apply for reinstatement at the next general meeting.
3. Any member who fails to pay their fees by the date required shall forfeit their right to representation on the management committee and at general meetings, and shall be suspended from taking part in any event under the control of the club until such fees are paid.
4. Any member under suspension shall be barred from taking part in any match or event under the control of the club.
5. The management committee shall inform the member in writing of any decision to terminate their membership.

1. The AGM shall be held each year at such time and place as determined by the management committee, at approximately twelve monthly intervals, but no more than fourteen months after the date of the previous AGM. At each AGM the following business shall be conducted:
   
   

   i)	Receive and confirm the minutes of the previous AGM.
   ii)	Presentation of the clubs financial accounts for the year.
   iii)	Presentation of clubs projected financial situation for the forthcoming year, and the setting of all fees
   iv)	Presentation of Chairpersons report.
   v)	Election of officers to the management committee.
   vi)	Any other business brought before the meeting which has been submitted in writing to the secretary not less than seven days prior to the AGM, and any other business deemed relevant by the chairperson

   
   Notice for an AGM shall be a minimum of 21 days.
   A quorum for an AGM shall be a minimum of 40 percent of total paid membership.


2. Extraordinary General Meeting (EGM)

   An EGM may be called upon the written demand of:

   1. 33% of the membership.
   2. The Chairperson.
   3. 2/3 majority of the management committee.
   
   Notice for an EGM shall be of a minimum of fourteen days notice, and stating the business to be discussed.

1. A minimum of twenty one days notice in writing shall be given to all members, except in the event of an EGM where the notice shall be a minimum of fourteen days.
2. The Chairperson, or in his/her absence a member selected by the meeting, will take the Chair.
3. All members shall register with the Secretary prior to the start of the meeting.
4. Each member shall have one vote.
5. All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.
6. The quorum shall 40 percent of those members eligible to vote.
7. The Secretary shall keep the minutes of the meetings and record all proceedings and resolutions.

1. The members of the management committee shall be drawn from the membership, as defined in clause 4 of this constitution.
2. Candidates shall be elected by secret ballot (eyes closed hands up) at the AGM, and shall be members of the management committee from the conclusion of that AGM until the conclusion of the following AGM.
3. All nominations of candidates for election shall: have the consent of the nominee; be in writing; be seconded; be received by the secretary not less than fourteen days before the AGM.

1. The Management Committee shall consist of the following Officers:
   1. Permanent Honorary President – Jack Kidd (International Professional Polo player)
   2. Captain(general running of the club/chair of committee)
   3. Secretary (Organisation of meetings and record keeping)
   4. Treasurer (Organisation of finances and solvency)
   5. Match Secretary(Organisation of Competitions and Teams)
   6. Sponsorship and Alumni Officer (Organisation of sponsorship and alumni correspondence.
   7. Social Secretary (Organisation of Social Events)
   8. Safety Officer
2. All the above shall be entitled to one vote each at General Meetings, except the Chair.
3. The committee may co-opt any member to any unfilled post until the conclusion of the following AGM, providing that the number of co-optees shall not exceed one third of the total number of persons serving on the committee at that time.
4. The management committee may appoint any sub-committees it may deem necessary to deal with the matters of the club, until the conclusion of the following AGM. The proceedings of all such committees shall report to the management committee by a representative elected by that sub-committee.

1. The Captain shall chair the meeting, or in his/her absence one of either the Treasurer or Secretary.
2. Seven days notice of any meeting of the management committee shall be given by the Secretary, except when:
   1. The date of the meeting had been agreed at the previous management meeting, in which case seven days notice shall be given.
   2. In an emergency the Chairperson may call a meeting at two days notice.
3. The quorum shall be a majority of the officers entitled to vote
4. All members of the management committee as listed at Rule 8. a) shall be entitled to vote.
5. All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.
6. Meetings shall be open to all members of the club.

1. The income and property of the club, however derived, shall be applied solely towards the objectives of the club as set out in Rule 2, of this constitution.
2. The club shall have the power to raise money by means of yearly affiliation fees and match fees as determined by the Management Committee at the Annual General Meeting.
3. All monies shall be lodged in a bank account in the name of the club and under the jurisdiction of the University of St Andrews Athletic Union.
4. The Captain, Treasurer and Secretary shall be authorised signatories to sign cheques on behalf of the club, of which two signatories shall be needed.
5. The financial year of the club shall run from August to August.

This Constitution may only be amended by a proposal passed by a majority of members present and entitled to vote at an Annual or Extraordinary General Meeting.

1. Any resolution to dissolve the club may be passed at any General Meeting provided that:
   
   

   i)	the terms of the proposed resolution are received by the Secretary at least forty two days before the meeting at which the resolution is to be brought forward, and that
   ii)	at least twenty eight days of the proposed resolution shall be given in writing by the secretary to all members, and that
   iii)	such a resolution shall receive the assent of two thirds of those present and entitled to vote.

   
   
2. Upon dissolution of the club, after all club liabilities have been cleared, all remaining financial and material assets shall be given or transferred to the University of St Andrews Athletic Union to be employed for the development of sport.

It is hereby certified that this document represents a true and most up to date version of the Constitution of the ‘University of St Andrews Polo Club Club.