2018 THE OLYMPIC CLUB AT LAKESIDE WOMEN S SPOUSAL GOLF PRIVILEGE SECTION BY-LAWS

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1 2018 THE OLYMPIC CLUB AT LAKESIDE WOMEN S SPOUSAL GOLF PRIVILEGE SECTION BY-LAWS ARTICLE I NAME The name of this group is the Women s Spousal Golf Privilege Section (WSGPS) of The Olympic Club. ARTICLE II PURPOSE The purpose of the WSGPS is to foster and further the game of golf and to promote social activities and good fellowship among its members. ARTICLE III MEMBERSHIP Section 1. Eligibility--Eligibility for membership in the WSGPS is governed by the regulations of The Olympic Club. Section 2. Dues a. Each member shall pay annual dues into the WSGPS Fund. b. Participation in the WSGPS Fund entitles all members with established USGA handicaps to enter all WSGPS tournaments. These members are also entitled to a complimentary Christmas luncheon. Section 3. Obligations A member s obligation is to abide by the By-laws herein stated. ARTICLE IV THE GOVERNING BODY Section 1. Composition of the Governing Body a. The governing body of the WSGPS shall consist of two Co-Captains (or one Captain) and the Executive Board. b. The Executive Board may consist of the Co-Captain(s); Recording Secretary; Treasurer; Tournament Chairs; Handicap, Rules and Scores Chair; plus any Co-Chairs, and other officers appointed by the Captain(s). Representatives to the WGN Board may also sit on the Executive Board. c. Except for the Treasurer, all officers shall serve from the first day of January following elections through the following December 31 st. A Parliamentarian may be selected by the Captain(s) elect and shall be a voting member of the Executive Board. Section 2. Powers The powers of the governing body are to conduct, manage, and administer the affairs of the WSGPS, including the management of its operating fund. 1

2 Section 3. Meetings of the Executive Board a. An Executive Board meeting is a meeting of the Captain(s) and the Executive Board to conduct general business of the WSGPS, and to prepare for Open Meetings. b. The Captain(s) shall call a minimum of four Executive Board meetings a year. These meetings will be held during the two weeks prior to the Open Meeting. c. Additional Executive Board meetings may be requested by the Captain(s) or three members of the Executive Board. d. A quorum for Executive Board meetings shall be a simple majority of that body. If a quorum is not present, no vote can be taken. e. Executive Board members shall attend all meetings. An Executive Board member who misses three or more meetings without a valid excuse, or who is unable to carry on her duties, may be replaced by the Captain(s). The period of replacement shall not be considered a term of office. Section 4. The governing body shall govern the WSGPS in accordance with the By-laws and changes thereto. Section 5. Copies of these By-laws can be found under our WSGPS section on the Internet, or the Administrative Assistant at Lakeside will print a copy for you. ARTICLE V OFFICERS AND THEIR DUTIES Section 1. Term of Office a. There shall be no restrictions on the term of office of the Captain(s) or any other officer except the Treasurer who may not serve more than three consecutive years. b. Any appointed officer may serve consecutive terms at the discretion of the new Captain(s). c. Except for the Treasurer, all officers shall serve from the first day of January following elections through the following December 31 st. d. The Treasurer shall take office in January immediately after the prior Treasurer has submitted her End-of-Year report at the Open Meeting. Section 2. Officers and Their Duties a. Captain(s) The Captain(s) shall: (1) Appoint any officer deemed necessary. (2) Schedule the time and place of all meetings of the Executive Board, and all Open Meetings, and preside at these meetings. (3) Be responsible for the enforcement of these By-laws, rules and regulations of The Olympic Club, and all rules and regulations of the WSGPS. (4) Be ex-officio members of all Committees. (5) Sign checks, contracts, and obligations of the WSGPS in the absence of the Treasurer on all accounts of which the Treasurer is custodian. (6) Be the sole instrument of communication with The Olympic Club Board and Golf Committee, and with management unless a member of the Executive Board has been designated to do so in connection with her office. 2

3 (7) Be responsible for all aspects of the Christmas luncheon except for menu, entertainment and table decorations. (8) Be responsible for Northern Day Awards. (9) Be responsible for sending a quarterly communication to all WSGPS members. (10) Be unofficial WGANC Representative(s). (11) Be responsible for all aspects of producing the Redbook. (12) Be responsible for Holes-In-One awards. (13) Be in charge of Northern Days. b. Recording Secretary The Recording Secretary shall: (1) Record the minutes of the Executive Board meetings and the Open Meetings and send a copy to the Administrative Assistant at Lakeside (2) Keep a current set of By-laws and Procedure Sheets and preserve all past By-laws and amendments thereto for the record. (3) Conduct all official correspondence. (4) Send out notice of Executive Board meetings three weeks in advance to all Executive Board members, if the Captain(s) requests. c. The Treasurer The Treasurer shall: (1) Be responsible for the collection of all monies paid into the WSGPS Fund. She shall be the custodian of the monies in this fund. (2) Keep true and accurate accounts of all receipts, disbursements, assets, and liabilities. (3) Deposit all monies in such depositories as are currently in use. (4) Sign all checks. (5) Render to all present at Executive Board meetings and Open Meetings a complete written financial statement and account for all disbursements. (6) Send memorial contributions in the event of the death of a member as directed by the Captain(s). (7) Perform all duties assigned to the Treasurer by the Captain(s). d. Designated Tournament Chair(s) The Tournament Chair(s) shall: (1) Be responsible for the planning and conduct of all WSGPS competitions with the exception of the Invitational and Mixed Couples Event. (2) In August, prepare with the Captain(s) a schedule of Tuesday and Tournament Events for the following year. (3) Arrange for supervision of all competitions. The Scores Chair(s) shall be notified of all pertinent information necessary for scoring. (4) Provide the WSGPS membership with all necessary information including the rules of play one month in advance of each tournament. (5) The decisions of the Tournament Chair(s), and their Committees and the Captain(s) shall be final regarding all aspects of said tournaments. e. Invitationals Chairs (Not Executive Board Members) The Invitationals Chairs shall: (1) Be responsible for the planning and the execution of those plans for the WSGPS Invitational (s). They shall inform and consult with the Captain(s). 3

4 (2) Appoint any Committee necessary for the conduct of the tournament. (3) Keep accurate records of all monies collected and spent, and give an accounting of same to the Executive Board at the conclusion of the tournament. (4) The type of play and entry fee shall be subject to the vote of the general membership at an Open Meeting. f. Handicap, Scores Chair(s) For Handicapping: (1) Be responsible for all aspects of handicapping and for ascertaining the eligibility of all WSGPS members for Club tournaments. (2) Cooperate with the WGN Handicap Chair in all aspects of handicapping. For Scores: (1) Be responsible for scoring for weekly Tuesday competitions other than those scored by the Tournament Committee. (2) Keep an accurate account of competition entries and awards distributed. g. Rules Chair For Rules: (1) Promote knowledge of the USGA Rules of Golf and adherence to those rules. (2) Be responsible for answering any questions re the USGA Rules of Golf (3) Prepare and distribute copies of golf rules when requested by the Tournament Chair(s) for special events. (4) Have the final decision in conjunction with the Tournament Committee on all Rules of Golf in WSGPS tournaments. (5) Purchase the Decisions of Golf manual when there is a new issue (about every two years). h. Representatives to the WGN Board The representatives shall: (1) Attend all WGN Board meetings. (2) Report their findings to the WSGPS Executive Board. (3) ARTICLE VI CANDIDATES FOR CAPTAINS Section 1. Eligibility a. Any member of the WSGPS is eligible to be Captain. Section 2. Procedure and Election a. In August, the Captain(s) shall solicit members who are willing to be Captain(s) for the following year. In early September, these names shall be sent to all members via . b. At an Open Meeting, an election for the Captain(s) shall take place. If there are more than two (2) candidates, voting shall be by written ballot. Members who cannot attend the Open Meeting may arrange with the Captain(s) to submit an absentee ballot. c. In the case of a tie, the members present shall vote again until the tie is broken. d. The results will be announced immediately after the count. e. The elected Captain(s) shall take office the following January. 4

5 ARTICLE VII MEETINGS OF THE GENERAL MEMBERSHIP Section 1. Open Meetings An Open Meeting is a meeting of the general membership to conduct WSGPS business. There shall be a minimum of four Open Meetings per year. The first one shall be held in January in order to present the year s program and budget to the general membership. Section 2. Special Meetings A Special Meeting is a meeting of the general membership to discuss specific items of business. The Captain(s) may call a Special Meeting at any time provided that, if possible, the general membership shall get at least two weeks notice by posting an announcement on the Bulletin Board in the Women s Locker Room. Such notice by as well as by posting shall give the time, place and purpose of such Special Meeting. Section 3. Quorums A quorum for all meetings of the general membership shall be at least twenty percent of the total membership. Section 4. Passage of Resolutions A simple majority of those WSGPS members present is sufficient to carry motions. ARTICLE VIII WSGPS/WOMEN S GOLF NETWORK (WGN) Section 1. Categories The Olympic Club resolution dated February 25, 2009 called for the creation of the Women s Golf Network (WGN). Section 2. Membership a. WSGPS members may exercise the option to join WGN by completing a WGN membership form and by paying annual WGN dues. b. WSGPS members are members of the WGANC whether or not they join WGN. c. WSGPS/WGN members may resign at any time by giving written notice to the WGN Board. Section 3. Representation a. Each WSGPS representative will serve three consecutive years on the WGN Board. One WSGPS term shall be filled by election each year. b. In August, the Captain(s) shall ask the WSGPS members to propose the names of any WSGPS members willing to serve a three year term as a representative to the WGN Board. The WSGPS member nominated as Captain shall be included in the group of proposed candidates. c. The membership shall select one of the proposed candidates at an Open Meeting d. The name of the elected representative shall be sent to the WGN Board by October 1. Section 4. Duties of WSGPS Representatives to the WGN Board a. Attend all WGN Board and General Meetings. b. Communicate WSGPS positions and concerns to the WGN Board. c. Report to WSGPS on WGN activities, procedures and concerns. 5

6 ARTICLE IX AMENDMENTS TO THE BY-LAWS Section 1. Amendments a. General Revision of the By-laws: Should extensive revision of the By-laws become necessary, the Captain(s) may appoint a By-laws Revision Committee headed by a member of the Executive Board to review the By-laws. The By-laws Committee shall then present their recommendations to the Executive Board for approval. (See section 2 Procedure.) b. Isolated Changes to the By-laws: Should a simple change be proposed to the By-laws, the Captain(s) shall present the proposed change to the Executive Board for approval. (See section 2 Procedure.) Section 2. Procedure After Executive Board approval of general revisions or isolated changes to the By-laws, the Chair of the By-laws Revision Committee or the Captain(s) shall: a. Present the proposed amendments to the general membership at the next Open Meeting for their input and discussion. b. Any amendments may be passed by a simple majority of the WSGPS members present, provided the quorum of twenty percent of the total membership is present. ARTICLE X PARLIAMENTARY PROCEDURE Section 1. Rules All meetings shall be conducted in accordance with the current revision of Robert s Rules of Order. Section 2. Parliamentarian a. Definitions and Duties: The Parliamentarian is an advisor to the Captain(s) on all matters of parliamentary procedure. It is her duty at meetings to see that business is conducted in such a manner that nobody s substantive rights are jeopardized. After the Parliamentarian has expressed an opinion on a point, the Captain(s) have the duty to make the final ruling and, in doing so, have the right to follow the advice of the Parliamentarian, or to disregard it. b. The Parliamentarian for all Executive Board and Open Meetings is selected by the Captain(s). She is entitled to vote at both the Executive Board and Open Meetings. Beverly Riehm Borcherding, 2017 Captain 6