By Laws

of the

Hyland Hills Women’s Golf Association – 9 Hole

 

 

Article I.  Name

 

The name of this organization shall be the “Hyland Hills Women’s Golf Association – 9 Hole” (hereinafter referred to as “the Association”).

 

Article II.  Purpose

 

The primary purpose of this Association is to promote a tournament program to provide social and golfing contacts among its members and with other clubs, and to provide USGA Handicap Indexes to implement such tournaments.

 

Section 1.  To promote, educate, and maintain the best interests of the game of golf.

 

Section 2.  To promote good fellowship and sportsmanship among the members of the Association and to encourage the active participation of its members in playing and enjoying golf.

 

Section 3.  To adopt, enforce, and interpret the USGA Rules of Golf in all club events.

 

Section 4.  To maintain a uniform system of handicapping as set forth in the USGA Handicap System and issue USGA Handicap Indexes to the members. 

 

Section 5.  To provide an authoritative body to govern and conduct club competitions.

 

Article III.  Organization

 

Section 1.  The Governing Body of the Association

The Board of Directors shall consist of the Executive Board, which consists of the four (4) elected officers: President, Vice-President, Secretary, Treasurer and the Parliamentarian (the immediate past president) who serves as an advisor with voting privileges. Additional members of the Board of Directors shall be the chairpersons of the following Standing Committees:  Membership, Handicap, Rules, and Tournament. The quorum for a meeting of the Board of Directors shall be two-thirds (2/3) of the directors (i.e. 6 out of 9 voting members). It is understood that one of the prime duties of each Board member is attendance at all Board meetings to help make necessary decisions. A written Annual Report of Office shall be submitted to the President by each board member. It should summarize the activities of the office along with suggestions for improvements for the upcoming year. A copy shall be placed in the board member’s notebook. 

 

Article IV.  Executive Board/Board of Directors

 

Section 1.  Vacancy

A vacancy in any elective office, including that of President, shall be filled by the Board of Directors.

 

Section 2.  Duties of the Executive Board

The elected officers shall perform the duties provided in this section and such other duties as are prescribed for the office in these bylaws, by the Board of Directors, by the President, the Standing Rules or in the adopted parliamentary authority.

 

1. Duties of the President. The president shall:
   1. preside at all meetings of the Association and Board of Directors;
   2. appoint the chairmen and members of all Standing and Special Committees;
   3. be authorized to sign checks;
   4. be a member of the Board of Directors;
   5. be an ex-officio member of all committees except the Nominating;
   6. not vote except in the case of a tie;
   7. reinforce bylaws.

 

2. Duties of the Vice President. The Vice President shall:
   1. perform the duties of the president in her absence or at her request;
   2. perform any duties as deemed necessary by/with the President;
   3. call an audit of all financial records as deemed necessary;
   4. call for an audit of all financial records/books upon turnover to new officer;
   5. have the first option of assuming the office and duties of president at the end of the president’s term.

 

3. Duties of the Secretary. The Secretary shall:
   1. maintain a record of all meetings of the Association and the Board of Directors;
   2. handle all correspondence;
   3. maintain a current file of all club records, bylaws, and standing rules.

           

4. Duties of the Treasurer. The Treasurer shall:

1. be the custodian of all Association funds held in the Association’s account;
2. be authorized to sign checks for authorized expenses;
3. present a written statement of finances at all Association meetings and as directed at

meetings of the Board of Directors;

4. have books ready for audit by the transitional meeting (to happen before the end of the year and at other times as directed by the Board of Directors;
5. be responsible for awarding prize monies for each tournament.

 

5. Duties of the Parliamentarian (past president). The Parliamentarian shall:

1. attend all Board meetings;
2. serve as advisor to the president;
3. have voting privileges;
4. verify that any/all decisions follow the bylaws.

 

Section 3.  Board of Directors.

 

1. Duties of the Tournament Management Chair. The Tournament Management Chair shall:

1. be responsible for overseeing all phases of tournaments sponsored by the Association, subject to the approval of the Board of Directors;
2. oversee the tournaments as listed in the General Tournament Rules;
3. determine anything related to the club’s tournaments, including the Club Championship;
4. be a member of the Committee that administers the current Tournament Management Program.

 

2. Duties of the Handicap Chair. The Handicap Chair shall:

1. oversee the issuance of handicaps in compliance with the USGA Handicap System manual;
2. ensure that Association members are educated on applicable topics of the USGA handicap System.          

 

3. Duties of the Rules Chair. The Rules Chair shall:

1. be responsible for clarifying rules questions.

 

1. 1. 4. Duties of the Membership Chair. The Membership Chair shall:
1. send renewal notices to members and applications to new members;
2. maintain a record of member applications;
3. be responsible for turning over all member fees and dues to the treasurer;
4. be responsible for the recruitment of new members;
5. be responsible for the membership book.

 

Article V.  Nominations and Elections

 

Section 1.  Elections

Elections shall take place at the end-of-year business meeting which shall be held prior to the end of the fiscal year. The fiscal year shall begin on November 1 and end on October 31. Officers shall serve in their respective capacities for the full fiscal year.

 

1. A nominating committee of three (3), appointed by the President, shall meet at least six (6) weeks before the end-of-year business meeting to nominate candidates for each office. The President may not serve on this committee. All nominees must consent to their nomination. The slate, signed by the nominating committee, shall be announced by publishing it 30 days prior to the end-of-year business meeting.

 

2. The presiding officer shall ask for nominations from the floor. In the event there are nominations from the floor, and with permission of the nominee, they shall be presented to the presiding officer at the time the nominations are made.

 

3. Voting shall be by written ballot if there is more than one person nominated for an office; otherwise, voting shall be by acclamation. A quorum will be necessary to ratify the slate of officers. 

 

4. Officers will be installed at the end-of-year business meeting and will take office at the close of the meeting.

 

Section 2.  Resignation

If an elected officer or committee chairman is unable to fulfill her duties, that person shall resign. The vacancy shall be filled by appointment by the Executive Board.

 

Section 3.  Liability

This Association shall be a non-profit organization, organized solely for the social benefit of its members. This Association shall not be liable to any member or any other person for any damage or claim arising out of its operation. Any member applying and being accepted into this Association hereby waives any such damage or claim which may exist at the present or any future time. 

 

Article VI.   Membership

 

Section 1.  Eligibility and Membership in the 9-Hole Group

 

1. Membership in the 9-hole group shall consist of women who are at least 18 years of age.

 

2. New members will be accepted on a first-come, first-serve basis. For the purpose of these Bylaws, a new member is one who was not a member of the Association during the preceding year. New members who have a previous knowledge of golf but do not have an established handicap may establish a handicap by playing the required number of qualifying rounds on USGA rated courses and having those scores posted on the GHIN System. 

 

3. As long as they have paid their dues by the deadline date, members of the previous year shall have precedence over new members. If necessary, a waiting list will be maintained in the same manner. 

 

4. The membership shall not exceed one hundred twenty-five (125) 9-hole members.

 

5. Expulsion for Misconduct

By a vote of at least two-thirds (2/3) of the members of the Board of Directors, any member of this Association may be expelled for reasons including, but not limited to, unsportsmanlike conduct, violation of rules and/or conduct which results in adverse reflection on the Association as a whole. If the offending member wishes, after being expelled by the Board, she may ask that the President call a special (membership) meeting of the Board of Directors so that her case may be presented to the membership for their action. Two-thirds (2/3) vote of the Board present at this special meeting will be necessary to reverse the Board’s decision. Notice of said meeting shall be given to the (membership) Board by publishing the notice of such meeting at least 10 business days in advance.

 

 

Section 2.  Member Fees and Dues

 

1. New Member Fee

The initiation fee, determined by the Executive Board, for a new member is payable when the application and dues are filed. (This fee shall be returned if the application is not accepted.)

 

2. Dues

1. The dues of this Association shall be determined by the Executive Board. Dues for renewing members must be sent to the Membership Chair and postmarked on or before March 1 or they are considered delinquent. A delinquent member has until April 30th to renew their membership status.

 

2. Club/Association membership dues shall include the Colorado Golf Association membership fee (which include GHIN handicap fees), and payment of dues entitles the member to receive information and membership benefits

 

3. Refund of Dues

Deadline for full dues refund is April 30th.

Exception:  Under extreme circumstances, such as health or family reasons, dues may be refunded on a pro rata basis, minus GHIN and Initiation fees. One month’s use of the membership between May 1 and September 30 shall be considered as 1/5 of the dues. A part of a month is considered as one month. A member who has not played one game during the season will be refunded all league dues, minus GHIN and initiation fees. The member requesting a refund must submit a signed, written request to the Secretary, stating the reason for the refund.

 

 

Section 3.  Associate Member Fees and Dues

 

1. Associate Member

Associate members who were previous members of the golf league and would like to participate in the league’s social functions, e.g. “chat and chews,” luncheons, etc. may join.

 

2. Dues

The dues of this Association shall be determined by the Executive Board. The Women’s Golf Association 9-Hole Group Handbook is included in the dues.

 

VII.  Meetings

 

Section 1.  The quorum for Association meetings shall be two-thirds (2/3) of the membership present. Proxy voting is prohibited.

 

Section 2.  March/April Membership Meeting

There shall be a membership meeting in March/April, the exact date of which shall be set by the President, to report on the plans for the coming playing season, to handle any business that should come before the membership and to welcome new members. Notice is to be sent to all members of the preceding year in the February mailing made by the Secretary.

 

Section 3.  Annual Business and Installation Meeting

There shall be an annual end-of-year business meeting, installation of officers, and Fall Luncheon to be held no later than October 31st. A notice, signed by the President, is to be published no later than September 1.

 

Section 4.  Monthly Business Meetings

There shall be a monthly business meeting during the regular golf season (May through September) for the membership.  The Tuesday/Thursday meeting dates will be determined by the President.

 

Section 5.  Special Membership Meetings

Special meetings may be called by the President or by petition of one-third (1/3) of the members of the Association or by a majority of the Executive Board. Petitions must be in writing and presented to the Secretary. The Secretary shall, if the petition is received by her between May 1 and September 30, set up a meeting date and place, and notice shall be given to the membership by publishing notice of such meeting, signed by the Secretary. If the petition for request for a petitioned special meeting is received before May 1 or after September 30, the secretary shall give notification of the petitioned special meeting to all Association members.

 

VIII.  Parliamentary Authority

 

The current edition of Robert’s Rules of Order, Newly Revised shall govern the proceedings of all business meetings of this organization.

 

IX.  Amendments

 

These bylaws may be amended or revised by a two-thirds (2/3) vote of the members in attendance at a regular or special membership meeting provided that previous notice (30 days) has been given. Notice of intent to amend or revise the Bylaws shall be given the membership by publishing the proposed change in writing during the playing season, i.e. May 1 through September 30.

 

X.  Dissolution

 

In the event of dissolution, all assets shall be assigned in accordance with Section 501(c)(3) of the Internal Revenue Code. None of the funds shall inure to the benefit of individual members.

 

 

 

Note:  Bylaws revised from 2007 version (VII. Sec. 2, Membership Meeting – from March to March/April):

Jeanenne Johnson, Vice President, October 12, 2010

 

Note: Bylaws revised from 2010 version (VI. Sec. 4, Cancellation and VI. Sec. 5 add Associate Member Fees and Dues):  Jeanenne Johnson, President, April 5, 2011

 

Note:  Bylaws revised from April 15, 2011 version (VI., Membership Sec. 2 - from the 9-hole Group shall consist of members who use a 25 or less USGA course handicap for 9-holes to the 9-hole group shall consist of members who use a 35 or less USGA course handicap for 9 holes):  Jeanenne Johnson, President

May 3, 2011 

 

Note: Bylaws revised from May 3, 2011 version (VI. Membership Sec 3.  B Dues 1 -  from received by the Secretary to postmarked by.  2 - CWGA Membership statement added.   C Refund of dues - full refund by May 1, pro rata refund with a written, signed statement, VII., Meetings Sec. 4, Tuesday changed to Tuesday/Thursday.)  Linda Wilder, President April 10, 2012

 

Note: Bylaws revised from April 10, 2012 version (VI. Membership Sec 2, Paragraph 2: from "New members who have a previous knowledge of golf, but have not established a handicap, may establish a 9 Hole handicap by submitting ten (10) scorecards on our regulation 9 Hole course, signed and attested, of 74 or less without Equitable Stroke Control (adjusting of scores for handicap purposes).  Applicants will be required by play at least five (5) of these games with a qualified member of the Association’s 9 Hole Group."   to "New members who have previous knowledge of golf but do not have an established handicap, may establish a handicap by playing the required number of qualifying rounds on USGA rated courses and having those scores posted on the GHIN System.”  Karen Howard, President June 9, 2016

 

Note: Bylaws revised from June 9, 2016 version

Article III. Section 1, Paragraph 1: Add “and the Parliamentarian… Membership…”  and change “5 out of 8” to “7 out of 10”

Article IV. Section 2, Paragraph C: Eliminates duties 4, 5, 6, 7 (added to Membership Chair duties)

Article IV. Section 3:  Added Paragraph E.  Duties of the Membership Chair

Article VI. Section 3 B Dues 1: Changed dues “must be sent to the Secretary” to “must be sent to the Membership Chair”

Karen Howard, President October 6, 2016

 

Note: Bylaws revised from October 6, 2016 version

Article IV. Section 1.D.5. (Duties of the treasurer) Eliminates #5 – maintain a no-show list and collect fees.

Article V. Section 1.A. (Nominating Committee) changes from 5 people to 3 people on the committee.

Article VI. Section 4.C. (No Shows) Eliminates fines for no-shows.

Some formatting and typos were also edited and corrected.

Peg Kowalski, President June 14, 2018

 

 

Note: Bylaws revised from June 14, 2018 version

Article VI. Section 1 & 2. (Combine sections) Combines sections into one section to read “Eligibility and Membership in the 9-Hole Group”

Article VI. Section 2.A. Eliminates 35 CH maximum requirement for tournaments/net scores.

Article VI. Section 3.C. Changes deadline for full dues refund to April 30.

Article VI. Section 3.D. Moves Expulsion for Misconduct to Section 1.

Article VI. Section 4. Deletes entire section on Cancellation

Gloria Fisher, President June 20, 2019

 

 

Note: Bylaws revised from June 20, 2019 version

Article IV. Section 2B. Change Vice President to having the first option of assuming the position of President.

Article IV. Section 3A. The Tournament Management Chair is a member of the committee that administers the tournament management program.

Article IV. Section 3D. Eliminate Trophy chair from the Board of Directors.

Article VII. Section 3. and Article 9. Change “notice on the Association’s bulletin board” to “published”. This wording was also changed in other sections.

 

Linda Chilson, President July 31, 2020

 

Electronically signed by:

Linda Chilson, President  7-31-20

Patty Toomey, Secretary  7-31-20